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.