Front Desk Receptionist

1. JOB SUMMARY

We are seeking a friendly, energetic, and highly organized Front Desk Receptionist to join our team at Aztec Events & Tents. As the first point of contact for customers, vendors, visitors, and employees, this position plays an important role in creating a welcoming and professional environment while ensuring smooth daily office operations.

The basic function of the Front Desk Receptionist is to manage incoming telephone calls, greet and assist visitors, direct customer inquiries to the appropriate departments, and provide general administrative support. This position is responsible for maintaining an organized and professional reception area, ensuring timely and accurate communication, and assisting with various clerical and customer service responsibilities.

The ideal candidate is dependable, personable, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while maintaining a positive and professional attitude.

2. QUALIFICATIONS FOR THE POSITION

The person in this position must possess excellent interpersonal, communication, organizational, and customer service skills. He or she must be able to work independently while collaborating effectively with sales, operations, and other departments.

Strong attention to detail, reliability, professionalism, and the ability to multitask are essential. The individual must be comfortable handling a high volume of telephone calls, assisting visitors, and managing administrative responsibilities simultaneously.

Prior experience in reception, customer service, or administrative support is preferred. Experience in the event rental, hospitality, or service industry is desirable but not required.

3. REPORTING RELATIONSHIP OF THE POSITION

3.1 POSITION REPORTS TO:

The Front Desk Receptionist reports directly to the Sales Manager or assigned supervisor and is accountable for the effective performance of all reception and assigned administrative responsibilities.

3.2 POSITIONS REPORTING TO THIS POSITION

3.2.1 None

4. AUTHORITY

The Front Desk Receptionist has the necessary authority to successfully accomplish the duties and responsibilities of the position within established company policies and procedures, including the following:

4.1 TELEPHONE AND CLIENT COMMUNICATION

4.1.1 Answer incoming telephone calls promptly, professionally, and courteously.

4.1.2 Direct incoming calls and customer inquiries to the appropriate individuals or departments.

4.1.3 Provide general company, product, and service information within the scope of the position.

4.1.4 Accurately record and distribute messages when the intended recipient is unavailable.

4.2 VISITOR AND FRONT DESK MANAGEMENT

4.2.1 Greet customers, vendors, employees, and other visitors in a welcoming and professional manner.

4.2.2 Notify appropriate personnel of visitor arrivals and direct visitors according to established procedures.

4.2.3 Maintain a clean, organized, and professional reception area.

4.2.4 Ensure the reception desk remains appropriately staffed and that coverage is arranged before leaving the assigned work area.

4.3 CUSTOMER SERVICE AND ADMINISTRATIVE SUPPORT

4.3.1 Assist customers with general inquiries and direct sales-related questions to the appropriate sales representative.

4.3.2 Address routine customer concerns within established guidelines and escalate matters requiring additional assistance.

4.3.3 Perform assigned clerical and administrative duties to support daily office operations.

4.3.4 Maintain confidentiality when handling company, customer, and employee information.

5. ESSENTIAL REQUIREMENTS

5.1 EDUCATION

5.1.1 Required: High School Diploma or equivalent.

5.1.2 Preferred: Additional education or training in Business Administration, Office Management, Communications, or related field.

5.2 LICENSING OR CERTIFICATES

5.2.1 Required: None.

5.3 EXPERIENCE

5.3.1 Preferred: Minimum 1–2 years of experience in reception, customer service, administrative support, or a related position.

5.3.2 Preferred: Experience operating a multi-line telephone system and working in a busy office environment.

5.3.3 Preferred: Experience in the event rental, hospitality, or service industry.

5.4 SKILLS, KNOWLEDGE, AND ABILITIES

5.4.1 Excellent customer service and interpersonal communication skills.

5.4.2 Ability to answer, screen, and transfer telephone calls accurately and efficiently.

5.4.3 Strong organizational skills with the ability to prioritize multiple tasks and responsibilities.

5.4.4 Proficiency in basic computer applications, including Microsoft Outlook, Word, and Excel.

5.4.5 Ability to learn and navigate company telephone systems, rental management software, and other office applications.

5.4.6 High level of accuracy and attention to detail when entering information, recording messages, and maintaining records.

5.4.7 Professional appearance, demeanor, and communication skills appropriate for a customer-facing position.

5.4.8 Ability to remain calm, courteous, and efficient during busy periods or challenging customer interactions.

5.4.9 Dependability, punctuality, and the ability to maintain consistent front desk coverage.

5.4.10 Ability to follow supervisor instructions, company policies, and established administrative procedures.

5.4.11 Ability to exercise discretion and maintain confidentiality when handling sensitive information.

5.5 PHYSICAL

5.5.1 Body Positions

Sitting for extended periods, with occasional standing and walking throughout the office.

5.5.2 Body Movements

Frequent use of computers, telephones, and standard office equipment. Occasional bending, reaching, and lifting of light office supplies or packages may be required.

5.5.3 Senses

Ability to read printed and electronic information, use office equipment, and communicate effectively in person and by telephone, with or without reasonable accommodation.

5.6 MENTAL

5.6.1 Mathematics

Must be able to perform basic mathematical calculations and accurately record numerical information when required.

5.6.2 Language

Proficiency in English, both written and verbal, sufficient to communicate effectively with customers, vendors, visitors, and coworkers.

Bilingual English/Spanish communication skills are a plus.

5.7 WORKING CONDITIONS

Work is performed primarily in a climate-controlled office environment. The position requires regular interaction with customers, employees, vendors, and visitors.

The Front Desk Receptionist is expected to maintain regular attendance and punctuality and remain available at the reception desk during assigned working hours, except for authorized breaks, meal periods, or other approved absences with appropriate coverage arrangements.

Occasional overtime or schedule adjustments may be required during peak business seasons.

6. RESPONSIBILITIES OF THE POSITION

6.1 POSITION PRIMARY RESPONSIBILITIES

6.1.1 Answer all incoming telephone calls promptly and professionally, ensuring callers receive courteous and efficient assistance.

6.1.2 Transfer calls to the appropriate departments or individuals and accurately document messages when necessary.

6.1.3 Greet and assist walk-in customers, vendors, and visitors, ensuring they are directed to the appropriate personnel.

6.1.4 Respond to general customer inquiries regarding company services, business hours, locations, and other basic information.

6.1.5 Direct customers requesting quotes, rental information, or order modifications to the appropriate sales representatives.

6.1.6 Maintain consistent coverage of the reception desk during assigned working hours and coordinate coverage with the supervisor before leaving the area.

6.1.7 Monitor incoming communications and distribute messages or requests to the appropriate departments in a timely manner.

6.1.8 Maintain a professional, welcoming, and organized reception area.

6.2 POSITION OTHER RESPONSIBILITIES

6.2.1 Assist all departments with general administrative tasks, including filing, scanning, copying, document preparation, and data entry as needed.

6.2.2 Receive, sort, and distribute incoming mail, packages, and deliveries as assigned.

6.2.3 Assist the Sales Department with routine administrative activities as directed, without independently preparing or modifying customer quotes, contracts, or rental orders unless specifically trained and authorized.

6.2.5 Maintain general knowledge of company services, departments, and personnel to assist in directing customer inquiries.

6.2.6 Communicate customer concerns, recurring telephone issues, or operational challenges to the appropriate supervisor.

6.2.7 Assist with special projects and perform other related duties as assigned.

6.3 POSITION ADMINISTRATIVE RESPONSIBILITIES

6.3.1 Maintain accurate telephone messages, visitor information, and other assigned records.

6.3.2 Perform data entry and update company records as directed, ensuring accuracy and confidentiality.

6.3.3 Monitor office supply needs for the reception area and notify the appropriate individual when replenishment is necessary.

6.3.4 Follow established procedures for handling customer information, internal communications, and company documentation.

6.3.5 Coordinate with management regarding reception coverage, scheduling needs, and any issues affecting front desk operations.

6.3.6 Adhere to all company policies regarding attendance, dress code, professional conduct, telephone usage, and personal electronic devices.

6.3.7 Maintain a customer-service-focused approach and contribute to a positive, professional workplace environment.

Work Location: In person

Aztec Events & Tents is an Equal Opportunity Employer. We consider qualified applicants without regard to protected characteristics under applicable federal, state, and local law.

Pay: $16.00 - $18.00 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person