Front Desk Receptionist

The Front Desk Receptionist serves as the first point of contact for visitors, callers, and employees. This position is responsible for professionally directing phone calls, greeting and assisting visitors, and providing administrative support. Additionally, the role oversees day-to-day coordination of the organization's vehicle fleet, including scheduling, tracking, and documentation.

Key Responsibilities:

Front Desk & Visitor Services:

• Greet and assist visitors in a professional and welcoming manner.

• Manage visitor sign-in procedures, verify appointments, and issue badges.

• Maintain a clean and organized reception area.

• Provide general information and direct visitors to appropriate staff or departments.

Phone System & Communication:

• Answer and route incoming calls efficiently using a multi-line phone system.

• Take accurate messages and deliver them promptly.

• Handle inquiries and provide information with professionalism and clarity.

• Monitor front desk email inbox and respond or forward as appropriate.

Fleet Coordination:

• Schedule and dispatch company vehicles based on employee and departmental needs.

• Maintain vehicle logs, mileage records, assignment sheets, and key inventory.

• Track vehicle availability, maintenance needs, and reservation schedules.

• Communicate with drivers or staff regarding vehicle status, usage, and policy compliance.

• Report any vehicle issues or incidents to management.

Administrative Support:

• Perform data entry, filing, copying, and other clerical tasks.

• Assist with maintaining office supplies and inventory.

• Support departments with scheduling, document preparation, or other administrative duties as assigned.

• Update directories, calendars, and fleet tracking documents.

Qualifications:

• Prior experience in reception, customer service, or administrative roles

• Experience with fleet tracking, dispatching, or scheduling preferred

• Familiarity with visitor management software or similar tools