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About the Role

The Receptionist is the first point of contact for everyone who visits or contacts Conifer’s corporate office, setting the tone for a welcoming, professional, and well-run workplace. This 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.

Responsibilities

• 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.
• Assist residents visiting the corporate office by answering questions and directing requests.
• Maintain an organized, professional, and presentable reception area.
• 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.
• Monitor and manage the company “Contact Us” email inbox, routing inquiries and ensuring timely responses.
• Manage the Pitney Bowes postage system, submit service requests, and prepare monthly postage reports.
• 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.
• 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 celebratory materials.
• Assist with data entry, administrative tasks, and special projects, and provide cross-functional support during peak workloads.

Requirements

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

Skills

• Customer service
• Communication (oral and written)
• Discretion and judgment
• Organization
• Prioritization
• Attention to detail
• Accuracy
• Composure
• Responsiveness
• Service-focus
• Dependability
• Punctuality
• Independent work
• Teamwork

Location

• Corporate office

Work Type

• On-site

Experience Level

• Preferred experience in reception, customer service, or administrative support
• Preferred experience with multi-line phone systems and front-desk traffic management
• Preferred experience with mail, shipping, and package distribution
• Working proficiency with Microsoft Office applications
• Preferred experience supporting multiple departments or handling shifting priorities