Front Desk Receptionist
Administrative Assistant / Front Desk Receptionist
Lewis-Burke Associates, LLC
Position Summary
Reporting to the Director of Operations, the Administrative Assistant / Front Desk Receptionist supports daily office operations and provides a professional, welcoming experience for staff, clients, and visitors. Primary responsibilities include answering calls on the main Lewis-Burke phone line, greeting visitors, supporting office requests, and providing administrative assistance in office management, reporting, hospitality, and planning.
This in-office position requires dependability, attention to detail, and the ability to manage competing priorities in a fast-paced professional environment.
Core Responsibilities
Maintain accuracy when taking messages, preparing correspondence, and coordinating visitor arrangements.
Follow established procedures and complete assignments accurately and on time.
Anticipate routine needs and prepare proactively for upcoming meetings, events, and administrative tasks.
Communicate effectively with operations staff and management, providing timely updates and identifying issues requiring attention.
Handle confidential information with discretion and professionalism.
Functions by Category
Office Management
Manage front desk activities, including answering and routing calls, greeting guests, sorting mail, and distributing packages.
Support office security and visitor access through the tenant portal; coordinate authorized door access settings and report safety concerns.
Maintain conference room calendars and coordinate reservations for internal meetings.
Submit IT support tickets and coordinate follow-up when equipment or systems are not operational.
Coordinate maintenance and repairs for office equipment and kitchen appliances.
Maintain effective working relationships with vendors supporting building services, property management, office equipment, supplies, and deliveries.
Coordinate deliveries and vendor site visits, ensuring required certificates of insurance (COIs) are submitted to property management in advance.
Participate in regular meetings with the Director of Operations to review priorities, assignments, and outstanding issues.
Reporting
Generate, format, and distribute monthly client activity reports accurately and by established deadlines.
Review staff expense reports and travel bookings for approval
Hospitality
Keep the reception area, kitchen, and conference rooms orderly, presentable, and ready for use.
Welcome guests, offer refreshments, notify their hosts, and escort them to the appropriate meeting space.
Confirm meeting technology needs and coordinate with IT or designated staff to ensure rooms are properly equipped.
Keep kitchen supplies and refreshments replenished, including preparing coffee and stocking water.
Work with staff to coordinate meetings, events, and catering.
Coordinate the front desk coverage schedule to ensure coverage throughout office hours.
Assist with meeting and event setup, guest check-in, and cleanup.
Planning
Maintain office supply inventory, review needs weekly, and place orders within approved purchasing guidelines.
Arrange catering for office and client events, accounting for headcounts, dietary restrictions, budgets, and delivery instructions and schedules.
Support the Social Committee in planning the annual holiday party and staff outings.
Assist with venue research, holiday card lists and orders, event materials, party favors, and other planning details.
Qualifications
Bachelor’s degree.
Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.
Strong verbal and written communication skills.
Excellent interpersonal skills and a collaborative approach to working with others.
Strong organizational skills, attention to detail, and the ability to prioritize multiple assignments.
Dependability, punctuality, and a demonstrated commitment to professional and ethical standards.
Ability to lift and move office supplies and event materials weighing up to 25 pounds, with reasonable accommodation as needed.