Reception Associate

Reception Associate

Job Overview

The Reception Associate provides exceptional customer service by welcoming and assisting visitors, answering incoming calls, and supporting the daily needs of client employees. This role serves as a key point of contact and helps maintain a professional, welcoming environment through prompt, courteous, and efficient service.

In addition to reception and concierge responsibilities, the Reception Associate may provide cross-functional support in other SPS service areas, including mail and shipping operations, hospitality, conference room support, and general office services based on operational needs.

Duties and Responsibilities

• Provide exceptional customer service to all employees, visitors, and callers through professional, courteous, and responsive communication.

• Greet visitors, assist with inquiries, and ensure a welcoming and professional reception experience.

• Answer incoming telephone calls, route callers to the appropriate individuals or departments, and provide general information as needed.

• Manage visitor registration, including ensuring visitors complete required registration procedures and acknowledge applicable confidentiality or nondisclosure requirements.

• Issue temporary access badges and facility access cards to employees and visitors in accordance with established procedures.

• Track loaned access cards and follow up on outstanding returns, escalating issues to Security when necessary.

• Maintain accurate and up-to-date phone directories, speed dial lists, and other reception resources.

• Receive and notify employees of incoming deliveries and coordinate package distribution with the mailroom as appropriate.

• Provide light administrative support, including scheduling meeting rooms, coordinating catering, preparing materials, and assisting other teams with projects as needed.

• Assist with conference room and meeting space setups, including arranging furniture and replenishing supplies.

• Maintain and replenish kitchen, pantry, barista, conference, and common areas to ensure they remain clean, organized, and properly stocked.

• Monitor office supply levels and assist with ordering and replenishment as needed.

• Assist with copy and print requests and monitor office equipment to ensure proper functionality.

• Cross-train and provide backup support for mailroom, shipping, and other office service functions as needed, including sorting and distributing mail and tracking packages.

• Maintain a neat, organized, and professional reception area.

• Handle sensitive inquiries and confidential information with discretion, escalating concerns to the appropriate management team when necessary.

• Build and maintain positive working relationships with client employees, visitors, and SPS colleagues.

• Proactively identify additional tasks and provide support during periods of lower activity.

• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.

• 1–3 years of prior work experience; experience in reception, administrative support, concierge services, or customer service strongly preferred.

• Excellent verbal and written communication skills.

• Strong customer service skills and a professional, welcoming demeanor.

• Excellent organizational and time management skills with the ability to multitask and prioritize competing responsibilities.

• Strong attention to detail and the ability to maintain confidentiality.

• Ability to problem-solve, follow instructions, and adapt to changing priorities and situations.

• Proficiency with Microsoft Office applications and the ability to learn computer-based systems, multi-line phone systems, and other office technologies.

• Ability to work assigned hours and maintain a professional appearance and attitude.

• Ability to adhere to all SPS and client policies, procedures, and service standards.

Competencies

• Customer Service: Demonstrates a commitment to providing an exceptional experience for employees, visitors, and callers.

• Communication: Communicates clearly, professionally, and courteously in person, over the phone, and in writing.

• Professionalism: Maintains a polished appearance, positive attitude, and composure in a fast-paced environment.

• Organization and Attention to Detail: Effectively manages multiple tasks, maintains accurate information, and keeps work areas organized.

• Confidentiality and Integrity: Exercises sound judgment and discretion when handling sensitive information.

• Adaptability: Responds positively to changing priorities and operational needs.

• Teamwork: Works collaboratively with SPS colleagues and client teams to support overall service delivery.

• Initiative: Recognizes opportunities to assist others and proactively contributes to daily operations.

Physical Requirements

• Fine and/or gross motor skills, including the ability to grasp, lift, carry, or otherwise move packages using a standard wheeled cart with a load capacity of 60 pounds.

• Ability to walk, bend, kneel, stand, and/or sit for extended periods of time.

• Manual dexterity required to operate office equipment, including phones, computers, copiers, scanners, and binding equipment.

• Ability to lift or move 40 pounds or greater frequently.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this position. Duties, responsibilities, and activities may change at any time with or without notice.