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Now viewing: Receptionist
RH
Robert Half
Receptionist
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.