Description

OVERVIEW

The Receptionist is the first point of contact for everyone who visits or contacts Conifer’s corporate office and sets the tone for a welcoming, professional, and well-run workplace. The role greets and assists visitors, residents, vendors, and employees, manages incoming calls and correspondence, and keeps front-desk operations organized, accurate, and responsive. In addition to front-desk responsibilities, the Receptionist provides day-to-day administrative and workplace support, including mail and shipping coordination, conference room scheduling, onboarding and employee-recognition logistics, and general administrative assistance across departments.

RESPONSIBILITIES

Front desk and visitor experience

• Greet visitors, residents, vendors, and employees, providing exceptional customer service and creating a welcoming first impression.

• Announce visitors to the appropriate staff, maintain visitor logs, and monitor arrivals and departures throughout the day.

• Assist residents visiting the corporate office by answering questions and directing requests to the appropriate staff.

• Maintain an organized, professional, and presentable reception area.

Calls, mail, and communications

• Answer, screen, and route incoming calls to the appropriate departments.

• Manage incoming and outgoing mail, including certified and overnight shipments, package distribution, and daily post office deliveries.

• Coordinate courier services, including scheduling PDQ pickups.

• Sort and distribute mail for the Property Management team, scan documents, and electronically forward correspondence to assigned properties.

• Monitor and manage the company “Contact Us” email inbox, routing inquiries to the appropriate personnel and following up to ensure timely responses.

• Manage the Pitney Bowes postage system, submit service requests, and prepare monthly postage reports for Accounting.

Meeting and workplace support

• Schedule and coordinate reservable conference rooms and shared office spaces.

• Support break-room readiness by stocking supplies, refilling coffee stations, organizing refrigerators, and coordinating cleanliness.

• Coordinate recycling efforts, including returning cans and bottles as needed.

Onboarding, recognition, and administrative support

• Coordinate corporate new-hire onboarding logistics, including preparing and distributing onboarding materials and welcome packets.

• Coordinate employee-recognition logistics by distributing monthly service-anniversary and award letters and preparing balloons, signage, and other celebratory materials.

• Assist with data entry, administrative tasks, and special projects, and provide cross-functional support during peak workloads.

Requirements

EXPERIENCE

• Prior experience in a reception area, customer service, or administrative support role preferred.

• Experience answering and routing multi-line phone calls and managing front-desk traffic preferred.

• Experience handling mail, shipping, and package distribution preferred.

• Working proficiency with Microsoft Office applications.

• Experience supporting multiple departments or handling shifting priorities in a professional office environment preferred.

SKILLS AND COMPETENCIES

• Strong customer-service orientation with a warm, welcoming, and professional presence.

• Clear and courteous oral and written communication skills.

• Discretion and sound judgment when handling confidential or sensitive information.

• Excellent organizational skills, with the ability to prioritize and manage multiple requests at once.

• Attention to detail and accuracy in data entry, logs, records, and correspondence.

• Ability to remain composed, responsive, and service-focused during busy periods or interruptions.

• Dependability and consistent punctuality, given the front-desk nature of the role.

• Ability to work independently while contributing effectively to a team.

TECHNOLOGY AND EQUIPMENT

• Multi-line telephone system, computer, and standard office productivity tools.

• Microsoft Office applications and business email, including shared and departmental inboxes.

• Postage and shipping platforms, including the Pitney Bowes postage system and courier scheduling tools.

• Copiers, scanners, and printers for document handling, scanning, and electronic distribution.

• Shared calendar and conference room scheduling tools.

PHYSICAL AND WORK REQUIREMENTS

• Regular on-site presence at the corporate office during scheduled business hours.

• Frequent in-person, telephone, and email interaction with visitors, residents, vendors, and employees.

• Extended periods of sitting at the front desk, with periodic standing and walking throughout the office.

• Regular use of standard office equipment, including computers, telephones, copiers, scanners, and postage equipment.

• Occasional handling, lifting, and movement of mail, packages, and office supplies, typically up to 15–20 pounds.

OTHER DUTIES

This job description is not intended to include a comprehensive list of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice. The employee may be asked to perform other job-related duties as assigned.