Receptionist

Position Overview

We are seeking a friendly, organized, and customer-focused Onsite Specialist to provide front desk coverage and administrative support in a professional office environment in Waltham, MA.

This individual will serve as the first point of contact for clients, visitors, and internal staff while supporting daily office operations. The ideal candidate is professional, dependable, detail-oriented, and possesses strong communication, organizational, and multitasking skills.

Key Responsibilities

• Greet and welcome clients, visitors, and employees in a professional and courteous manner.
• Answer and direct incoming phone calls and respond to general inquiries
• Maintain front desk coverage during scheduled business hours.
• Provide administrative and operational support to ensure smooth daily office functions.
• Sort, distribute, and prepare incoming and outgoing mail and deliveries.
• Assist with accounts payable/receivable documentation and related administrative requests.
• Coordinate conference room scheduling and meeting preparations.
• Support facility-related requests, including maintenance coordination and basic office troubleshooting.
• Perform data entry, filing, reporting, and general administrative duties.
• Provide additional support to onsite leadership and team members as needed.

Required Qualifications

• Minimum of 2 years of experience in reception, administrative support, customer service, or office coordination.
• Previous receptionist or front desk experience in a professional office environment.
• Strong verbal and written communication skills.
• Excellent customer service, interpersonal, and relationship-building abilities.
• Professional demeanor and ability to interact effectively with clients, visitors, and internal stakeholders.
• Strong organizational skills with the ability to multitask and prioritize responsibilities.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Experience using virtual communication and collaboration tools, including Microsoft Teams, Zoom, and other office technology platforms.
• Ability to navigate multiple computer systems and web-based applications simultaneously.
• Strong attention to detail, problem-solving skills, and a proactive approach to daily responsibilities.
• Dependable, punctual, adaptable, and comfortable working both independently and collaboratively.

Preferred Qualifications

• Previous experience in insurance, financial services, retail, hospitality, or other customer-facing environments.
• Experience supporting general office operations and administrative functions.

Systems & Technology

• Microsoft Office Suite (Outlook, Word, Excel)
• Microsoft Teams and Zoom
• Email and calendar management systems
• Web-based internal applications (training provided)