Receptionist, Administrative​/Clerical

Job Title:

Receptionist Job Description

The Receptionist serves as the first point of contact for clients, visitors, and team members in a busy, luxury-focused office and showroom environment. This role ensures the office runs smoothly by delivering comprehensive administrative support to management, staff, and multiple departments. The ideal candidate is organized, proactive, personable, and comfortable multitasking in a fast-paced setting, while consistently providing a professional and welcoming experience at the front desk.

• Greet and assist all visitors, clients, and vendors in a warm, professional, and courteous manner.

• Respond to incoming calls and electronic communications, ensuring timely, accurate responses or appropriate redirection.

• Provide administrative support to the manager, drafters, designers, and all team members across the organization.

• Perform general office duties including ordering supplies, maintaining inventory, and ensuring essential materials are stocked.

• Operate standard office equipment such as computers, phones, photocopiers, printers, and filing systems.

• Sort, scan, and distribute all incoming correspondence, including mail, faxes, and emails.

• Coordinate schedules, reserve conference rooms, and manage the company calendar to support meetings and appointments.

• Collect, reconcile, and submit reimbursement requests and payment documentation for team members and providers.

• Prepare and send packages through carriers such as Fed Ex, ensuring accurate documentation and timely delivery.

• Assist the Service Department by handling client inquiries, documenting details, and forwarding messages to the appropriate contacts.

• Manage office correspondence, handle complaints professionally, and respond to general queries with clear, helpful information.

• Distribute outgoing checks to providers and scan incoming checks to the Financial Team for processing.

• Coordinate with third-party service providers such as landscapers, pest control, electricians, and cleaners to support facility needs.

• Support overall office and administrative operations by identifying opportunities for process improvements and helping implement changes.

• Resolve issues related to international packages by contacting carriers such as Fed Ex or DHL, identifying delays or problems, and communicating updates to relevant team members.

• Collaborate with the manager to create and update the walk-in schedule for the sales team, helping ensure appropriate staffing and coverage.

• Promote and maintain a professional, welcoming environment at the front desk so all visitors feel attended to and supported from arrival to departure.

• High school diploma or equivalent.

• 2+ years of administrative or receptionist experience in a fast-paced environment.

• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.

• Comfort using general office technology such as phones, computers, printers, and copiers.

• Excellent verbal and written communication skills.

• Strong interpersonal skills with a customer service mindset.

• Solid organizational skills and strong attention to detail.

• Ability to manage multiple tasks simultaneously with efficiency and professionalism.

• Proactive problem-solving skills and the ability to take initiative.

• Front desk and receptionist experience with direct customer service responsibilities.

• Ability to interact effectively with both internal team members and external visitors.

• Spanish language skills for communicating with a diverse client base.

• Associate degree or formal administrative training is preferred.

• Experience in a retail, showroom, or luxury product environment is beneficial.

• Background in clerical support, office coordination, or similar roles.

• Ability to work collaboratively with sales, design, drafting, and service teams.

• Interest in future growth opportunities within departments such as sales or design.

• Comfort coordinating with external service providers and vendors.

• Experience handling basic financial documentation, reimbursements, and check distribution.

This role is based on-site in a retail showroom that showcases luxury stone products, offering a polished, professional atmosphere with regular client and visitor traffic. The standard work schedule is Monday through Friday from 8:30 a.m. to 5:30 p.m., with a one-hour lunch break from 12:00 p.m. to 1:00 p.m. You will work at the front desk and in office areas, using computers, phones, printers, copiers, and standard…