Receptionist

We are looking for a detail-oriented Receptionist to support daily front-desk and administrative operations for a busy office in Morris Plains, New Jersey. This is a Contract position for someone who can manage a high-volume phone line, coordinate office communications, and keep essential administrative processes organized. The ideal candidate is comfortable handling multiple priorities, supporting several departments, and using Microsoft Office tools, especially Word, Excel, and Outlook, to maintain accuracy and efficiency.

Responsibilities:

• Serve as the first point of contact for incoming calls, direct callers to the appropriate team members, and manage a multi-extension phone system with professionalism.
• Welcome and assist visitors while providing dependable front-desk coverage for executives and teams across property management, accounting, and construction functions.
• Coordinate meeting support by arranging catering when needed and maintaining shared Outlook calendars in partnership with other administrative staff.
• Order, distribute, and monitor office, pantry, and kitchen supplies for the main office and multiple related properties, ensuring common areas remain stocked.
• Process incoming mail and overnight deliveries by sorting, logging, and routing items to the correct departments, and prepare outgoing packages and mail for other offices.
• Scan, print, organize, and file utility bills by property and service type, then distribute related records and tenant invoice documents to accounting and property management teams.
• Enter and maintain tracking information in Excel spreadsheets, review historical billing data for irregularities, and report discrepancies to the appropriate stakeholders.
• Prepare budget support files in Excel, update linked worksheets, and enter monthly expense information by general ledger category for annual property budget activities.
• Provide administrative support on special projects, including updating broker lists, assisting with proposal materials, maintaining check documentation and file labels, and supporting contract, bid comparison, postage, and records tasks as assigned.
• Assist with department reporting and data entry activities, including invoice tracking, contract documentation, purchase order support, and risk management-related system input when needed.