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RH
Robert Half
Receptionist
Career Insights for Receptionist
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Based on Pennsylvania data
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What they do
A Receptionist greets and directs customers or visitors that come in to an office or business, and answers and directs incoming phone calls. Deals with mail or courier services. May schedule appointments or meeting rooms, gather patient information, or assist with filing or other administrative support work.
$37,254 / year median in Pennsylvania
-0% projected decline
Job Description
We are looking for a detail-oriented Receptionist to support daily office operations. This long-term contract position is ideal for someone who enjoys creating a welcoming front-office experience while managing administrative tasks with accuracy and efficiency. The role combines client-facing responsibilities with document handling, correspondence support, and coordination for project-related office activities.
Responsibilities:
- Welcome visitors and provide courteous front-desk assistance while directing guests and incoming inquiries appropriately.
- Receive incoming mail, apply date stamps, sort deliveries, and prepare outgoing items with standard and certified postage as needed.
- Coordinate delivery of outbound mail to the local post office or nearby mailbox to ensure timely distribution.
- Monitor incoming faxes and email communications, then route letters, assignments, and other documents to the appropriate team members.
- Draft routine office materials such as letters, forms, tables, and monthly reports using Microsoft Office applications.
- Copy, scan, assemble, fax, and mail business correspondence while maintaining organized records in active project files.
- Prepare and distribute bid-related materials, including plan packages, specification mailings, bidder communications, and plan holder tracking logs.
- Create project support documents such as bid opening sheets, bid tabulations, contracts, bonds, payment estimate forms, and job folders for project managers.
- Update contractor and project tracking spreadsheets, record plan payments, and provide documentation and funds to the Office Manager as required.
- Assist with administrative production tasks such as proofreading specifications, binding reports, creating binders, and completing special assignments for project managers.
- At least 1 year of experience in a receptionist, administrative, or office support role.
- Ability to manage a multi-line phone system and deliver attentive customer service to visitors and callers.
- Proficiency in Microsoft Word, Excel, and Outlook for correspondence, spreadsheets, and email coordination.
- Strong data entry skills with a high level of accuracy and attention to detail.
- Effective interpersonal and communication skills for working with clients, contractors, and internal staff.
- Ability to organize files, maintain records, and handle multiple administrative tasks in a fast-paced office setting.
- Comfortable preparing documents, tracking information, and supporting scheduling or appointment-related activities as needed.