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Robert Half
Receptionist
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Job Description
We are looking for a highly organized Receptionist to support daily front-desk operations and administrative coordination in Parsippany, New Jersey. This Long-term Contract position is ideal for someone who communicates professionally, manages multiple priorities with accuracy, and enjoys supporting teams across several business functions. The role will serve as a central point of contact for visitors, callers, mail flow, supply coordination, and a range of office projects while maintaining strong attention to detail.
Responsibilities:
- Greet incoming visitors and manage a busy multi-line phone system, directing calls promptly to the appropriate executives and departments.
- Coordinate meeting support tasks, including arranging food service for office events and maintaining shared scheduling through Outlook calendars with administrative team members.
- Purchase, organize, and distribute office materials for the Parsippany office and multiple related properties, while also overseeing weekly kitchen and pantry restocking.
- Receive, sort, and route incoming mail, overnight packages, and outbound shipments for several departments, ensuring timely delivery and proper tracking.
- Process utility bill documentation by scanning, printing, filing, and organizing records by service type and property for ongoing reporting needs.
- Submit submetering information to external vendors, distribute resulting tenant invoice documents, and maintain related tracking spreadsheets for internal teams.
- Review historical utility and invoice data, identify inconsistencies, and communicate findings to Accounting and Property Management stakeholders.
- Prepare and update Excel-based budget worksheets for assigned properties, including entering financial data, maintaining file links, and recording monthly actuals by account.
- Provide administrative support for special assignments such as broker list updates, proposal assistance, check distribution, file labeling, records maintenance, contract comparisons, and data entry into internal purchasing or risk management systems.
- At least 1 year of experience in a receptionist, front-desk, or administrative support role.
- Demonstrated ability to handle a multi-line phone system and manage a high volume of inbound calls with professionalism.
- Strong attention to detail and the ability to maintain accuracy across data entry, document handling, and reporting tasks.
- Good to very good proficiency in Microsoft Word and Excel, including working with spreadsheets and organized file tracking.
- Experience using Outlook for calendar coordination, email communication, and general office scheduling.
- Ability to prioritize competing responsibilities, support multiple departments, and adapt to changing administrative needs.
- Clear written and verbal communication skills, with a customer-service mindset and a dependable work style.