Front Desk Receptionist

Lewis-Burke Associates, LLC

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.

• 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.

• 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.

• Generate, format, and distribute monthly client activity reports accurately and by established deadlines.
• Review staff expense reports and travel bookings for approval.

• 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.

• 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.

• 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 25pounds, with reasonable accommodation as needed.

Salary Range: $20-$25 per hour depending on experience, eligible for overtime for client event support.