Senior Receptionist and Switchboard

Senior Receptionist & Switchboard, MS Onsite

Position Profile

The Senior Receptionist & Switchboard Specialist provides exceptional front-line service by warmly greeting and assisting all visitors, managing incoming calls from across the United States, and supporting various administrative and facility-related tasks. This role requires strong communication skills, attention to detail, and the ability to manage multiple responsibilities in a professional and welcoming manner.

Key Responsibilities Reception & Client Engagement

• Greet visitors warmly and professionally, creating a positive first impression.
• Manage emails with attention to detail, discretion, and confidentiality.

Visitor Management

• Check in guests efficiently, issue visitor badges, and promptly notify hosts.
• Ensure all visitor protocols are followed to maintain security and hospitality standards.

Conference & Meeting Support

• Prepare conference rooms for both small gatherings and large meetings.
• Ensure proper setup of seating, A/V equipment, and meeting materials.

Catering & Hospitality

• Coordinate catering orders based on meeting needs and dietary preferences.
• Track invoices and confirm timely delivery and proper setup of food and beverages.

Technology Assistance

• Verify functionality of sound, video, and connectivity equipment.
• Troubleshoot and resolve minor technical issues to minimize disruptions.

Job Duties and Responsibilities

• Greet the public and distribute name badges to visitors and temporary employees.
• Issue facility access cards to employees.
• Schedule meeting rooms for internal and external use.
• Answer and transfer calls from across the United States.
• Participate in company and community service events.
• Perform light administrative duties and PC support as needed.
• Act as a model for the company's Vision, Values, and Mission.
• Build professional relationships with customers and internal teams.
• Maintain and update company phone and speed dial lists.
• Issue company loaner cell phones.
• Assist other teams with tasks such as envelope labels, compiling manuals, etc.
• Understand and support other work areas as needed.
• Perform other duties as assigned.

Qualifications

Education, Experience, and Certifications

• High school diploma or equivalent required
• Minimum of 2+ years of prior switchboard experience

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office Suite, especially Word and Excel
• Excellent customer service and communication skills
• Strong attention to detail and organizational abilities
• Ability to handle multiple tasks simultaneously

Working Conditions and Physical/Mental Demands

• Office environment with adequate lighting, ventilation, and a normal range of temperature and noise
• Requires the ability to interpret, comprehend, and apply complex material and instructions
• Some physical effort required, including walking, standing, bending, reaching, and lifting or carrying objects up to 50 lbs.
• Moderate dexterity required for regular use of tools such as calculators, keyboards, and other office equipment

Note: The above statements are intended to describe the general nature and level of work being performed. They are not an exhaustive list of all responsibilities, skills, or working conditions associated with the role.