Front Desk Receptionist

The Receptionist is an integral part of the Operations department, reporting to the Executive Administration Manager. This role is responsible for providing exceptional customer service, managing front desk operations, and supporting various administrative tasks across the organization. The receptionist will serve as the first point of contact for visitors, handle phone calls, and maintain a welcoming and efficient environment. To support Hoffman’s dedication to our people this position will be fully in-office.

• →Greet visitors and clients, ensuring a welcoming, positive, and professional experience.
• →Answer and direct incoming calls on a multi-line phone system, screening, and then routing to the appropriate individuals.
• →Manage scheduling for conference rooms, company car reservations, and vacation requests using Outlook calendars, and other scheduling tools. 
• →Set up and assist with meetings in conference rooms, including seating clients, organizing refreshments as needed, and ensuring all shared spaces (conference rooms, lunchrooms) are kept clean and organized throughout the day.
• →Oversee the processing and distribution of incoming and outgoing mail to appropriate departments.
• →Maintain office supply inventory, place weekly orders through the vendor portal, ensuring supplies are organized and stored properly.
• →Perform filing, scanning, and other administrative tasks as needed for various departments.
• →Assist with special projects in alignment with position expectations, across departments when required

• →Assist with running weekly project reports using Power BI.
• →Support the operations team by editing subcontracts, modifications, and job diaries, and providing backup for contracts and project documentation during absences.

• Must be able to remain in a stationary position in an office environment more than 50% of the time. 
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, or printer.
• Visual: The worker is required to have the ability to perform duties such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; reading printed and digital documents.
• Hearing and Speech: Constantly required to communicate with customers and coworkers in an office setting, and on the phone/digital meetings.
• Work Environment: The majority of work is performed in an office setting, with minimal time spent outdoors. 

• Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) skills with the ability to navigate within a computer network environment.
  • Strong typing skills with a minimum speed of 65 words per minute.
• Inclusive and collaborative team player with a willingness to cross-train and provide backup support both within the department and across departments.
• Highly organized with strong attention to detail, and able to adapt. 
• Exceptional time management skills, with the ability to prioritize tasks and multitask efficiently. 
• Excellent written and verbal communication skills, with the ability to build and maintain professional relationships in an executive setting. 
• Exceptional customer service skills and professional phone etiquette.
• Self-motivated and proactive, capable of working independently and demonstrating initiative to complete tasks and projects successfully.

Preferred

• Familiarity with Power BI, or other business analytics or data visualization and reporting tools.

Education and Professional Experience:

• High School Diploma or GED 
• A minimum of 1 year of experience in an office or administrative role 

Preferred 

• Professional experience in the construction industry, or related industries.