Reception & Administrative Support

Description

We are looking for the right person to join our busy but friendly nonprofit! We are seeking a professional, dependable, and detail-oriented Receptionist & Administrative Support team member to serve as the first point of contact for our office and support daily operations across departments, while creating a positive experience for clients, visitors, and staff. This role is ideal for someone who thrives in a fast‑paced office environment, enjoys multitasking, and takes pride in providing excellent customer service and administrative support.

Must be pet friendly! We are a pet friendly office with multiple dogs in the office daily.

• Answer, screen, and direct incoming calls on a multi-line phone system, and monitor voicemail messages
• Welcome and assist visitors as they arrive, advise appropriate staff
• Manage incoming and outgoing mail, package deliveries, and courier services
• Maintain forms in conference rooms and client meeting spaces, including keeping forms stocked and printing and replacing updated forms as requested
• Prepare and record deposit receipts
• Clip checks to deposit receipts and deliver to appropriate department, scan backup records of deposits into client files
• Assist with check mailing, including preparing certified mail and scanning and saving return receipt to client file
• Request and track client death certificates, enter information into company CRM, scan to client file, and inform relevant departments
• Provide support with administrative tasks such as maintaining records, basic data entry, scanning, filing, putting presentation packages together, printing forms, and more
• Coordinate secure shred pickup, including informing staff and coordinating overflow shredding
• Track and maintain copy room and printer supplies, including ordering paper, toner, and other supplies, and contacting printer company for repairs and maintenance
• Coordinate staff birthday lunches including gathering orders, ordering food, and coordinating delivery
• Maintain inventory of office and kitchen supplies by checking stock to determine inventory levels and place orders as needed
• Keep lobby and reception area tidy and professional, ensuring it reflects the company standards
• Decorate the lobby, conference rooms, and office for holidays
• Other duties as assigned

This position has no supervisory responsibilities.

This role operates in an in‑office capacity. The employee will routinely use standard office equipment such as computers, phones, printers, copiers, filing cabinets, scanners, label makers, etc.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This is a full‑time hourly position. The employee is expected to be available during normal business hours, Monday through Friday 9 am – 5 pm.

No travel is expected for this position.

• Minimum 2 years of experience in a receptionist, front desk, administrative, or office support role
• Strong customer service and interpersonal skills
• Excellent verbal and written communication skills
• Professional, positive demeanor with a strong customer‑service focus
• Excellent organizational and multitasking abilities
• Ability to prioritize tasks and work independently
• Team oriented and dependable
• Proactive and willing to take initiative
• Adaptable in a busy office environment
• Strong computer skills, including proficiency in Microsoft Office Suite, including Excel, Outlook, and Word
• Experience operating a multiline phone system
• Comfortable using office equipment including printers, scanners, fax machines, etc.
• Must be pet friendly!

• High school diploma, GED, or equivalent (required)
• Minimum two years of relevant experience in an office environment