Receptionist, Administrative​/Clerical

Benefits:

• 401(k)
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Health insurance
• Opportunity for advancement
• Paid time off

Metcalf Management Company PC is seeking a dependable, professional, and highly organized Receptionist to serve as the primary point of contact for our office.

The Receptionist is responsible for creating a welcoming and professional experience for everyone who interacts with our organization while helping keep the day-to-day operations of the office running smoothly. This position serves as a central communication and administrative resource for the organization and supports multiple people, departments, and business activities.

The ideal candidate is friendly, organized, proactive, comfortable with technology, and willing to help wherever needed. We are looking for someone who takes ownership of their responsibilities, pays attention to details, and can be trusted to follow through.

• Greet visitors, clients, vendors, employees, and other guests in a friendly and professional manner.
• Maintain a welcoming, organized, and professional reception area.
• Determine the purpose of each visitor's visit and connect them with the appropriate person.
• Notify team members promptly when visitors or appointments arrive.
• Help coordinate visitor access and other front-office activities.
• Maintain awareness of activity throughout the office and help ensure guests receive prompt assistance.

• Answer incoming telephone calls promptly and professionally.
• Determine the nature of calls and route callers to the appropriate person or department.
• Take complete and accurate messages when necessary.
• Assist callers with general questions when appropriate.
• Monitor and distribute messages received through general company communication channels.
• Maintain a courteous and professional approach during every interaction.

• Provide general administrative support to management and team members.
• Prepare, scan, copy, organize, file, and distribute documents.
• Assist with correspondence, forms, reports, spreadsheets, mailings, and other business documents.
• Perform accurate data entry and maintain information within company systems.
• Assist with maintaining electronic and physical records.
• Help gather information and documentation requested by team members.
• Assist with special projects and recurring administrative responsibilities.
• Provide additional administrative support as business needs arise.

• Assist with scheduling appointments and meetings.
• Coordinate conference room availability.
• Prepare meeting and conference rooms before scheduled meetings.
• Help ensure meeting spaces are clean, organized, stocked, and ready for use.
• Assist with meeting materials, refreshments, and other arrangements when needed.
• Communicate scheduling information and changes to appropriate team members.

• Receive, sort, and distribute incoming mail and deliveries.
• Prepare outgoing mail, packages, and courier shipments.
• Receive deliveries and ensure they reach the appropriate person.
• Maintain adequate supplies for common office areas.
• Monitor office supply levels and coordinate replenishment as needed.
• Assist with vendors and service providers who visit the office.
• Help maintain an orderly and professional office environment.

• Help identify and resolve routine office needs before they become problems.
• Coordinate with team members when office equipment, supplies, or facilities require attention.
• Assist with company events, meetings, lunches, and other activities as requested.
• Support new employees and visitors with basic office information and orientation.
• Maintain appropriate confidentiality regarding company, employee, customer, and business information.
• Perform other duties and responsibilities as assigned.

• High school diploma or equivalent.
• Strong verbal and written communication skills.
• Professional and courteous telephone manner.
• Strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities and interruptions effectively.
• Basic computer proficiency.
• Ability and willingness to learn new software and technology.
• Dependable attendance and punctuality.
• Ability to handle confidential information with discretion.
• Positive, helpful, and team-oriented attitude.

• Previous experience in a receptionist, administrative assistant, office coordinator, customer service, or similar role.
• Experience working in a professional office environment.
• Familiarity with Microsoft Outlook, Word, Excel, Teams, and other Microsoft 365 applications.
• Experience with scheduling, document management, data entry, or office administration.

Previous experience is valuable, but we are also willing to consider an exceptional candidate who demonstrates the professionalism, aptitude, work ethic, and attitude necessary to succeed in the position.