Front Desk Receptionist

Job description

DISCLOSURES The statements contained in this document describe the general scope and level of services expected under this engagement and are not intended to be all-inclusive. Responsibilities may evolve over time based on business growth, campaign performance needs, platform changes, or strategic direction. The Company will notify the contractor of any material changes to the scope of work. ABOUT THE COMPANY Enterprise Management Solutions, LLC (EMS) is a full-spectrum consulting and management firm specializing in back-office operations, financial infrastructure, and executive oversight for health and human services organizations. We provide strategic support to affiliated companies through contractual partnerships, optimizing operations and maintaining compliance across multiple industries including behavioral health, primary care, real estate, supportive housing, and food service. Our goal is to relieve mission-driven companies of administrative burden by overseeing financial and operational systems that allow leadership teams to focus on quality care and innovation. POSITION TITLE: Front Desk Receptionist COMPANY: Enterprise Management Solutions, LLC DIVISION: Operations DEPARTMENT: UNIT: Front Office / Administrative Support BENEFITS PACKAGE: Overtime opportunities, health insurance, paid time off, retirement benefits, technology stipend, retirement benefits, and professional development opportunities WORK SCHEDULE: Monday - Friday, 8:00 AM - 5:00 PM ACCOUNTABLE TO: Operations Manager / Designated Administrative Supervisor ACCOUNTABLE FOR: Managing front desk operations, greeting and directing visitors, answering and routing communications, maintaining visitor records, coordinating incoming and outgoing correspondence, and providing general administrative support CLASSIFICATION: Non-Exempt (W-2, Hourly) - Full-Time COMPENSATION RANGE: $16.00 – $20.00 per hour, commensurate with experience ANTICIPATED TRAVEL: None; single-site assignment SUMMARY OF POSITION RESPONSIBILITIES: The Front Desk Receptionist is responsible for maintaining a professional, organized, and welcoming front-office environment at Enterprise Management Solutions, Inc. The receptionist serves as the primary point of contact for visitors, employees, clients, vendors, and other individuals entering or contacting the office. This position is responsible for greeting and directing visitors, answering and routing telephone calls, maintaining front desk records, assisting with administrative tasks, receiving correspondence and deliveries, and supporting the day-to-day operations of the office. The Front Desk Receptionist is expected to provide courteous and professional customer service while maintaining appropriate confidentiality and following organizational procedures. SCHEDULED DUTIES AND RESPONSIBILITIES: Greet visitors, employees, clients, vendors, and other guests in a professional and courteous manner Maintain visitor sign-in and sign-out records in accordance with organizational procedures Verify appointments and notify the appropriate employee or department when visitors arrive Provide visitor badges or other identification materials when required by facility procedures Answer incoming telephone calls and route calls to the appropriate employee or department Take accurate messages and ensure they are communicated to the appropriate individual Respond to general inquiries and provide accurate information regarding office locations, departments, appointments, and services Receive, sort, and distribute incoming mail, packages, deliveries, and correspondence Assist with outgoing mail, packages, and courier coordination as needed Maintain a clean, organized, and professional front desk and reception area Assist with scheduling conference rooms, meetings, appointments, or other administrative activities as assigned Maintain front desk forms, visitor logs, directories, contact lists, and other administrative records Monitor and maintain adequate front-office supplies and notify management when additional materials are needed Provide basic clerical support, including scanning, copying, filing, printing, and document preparation Assist employees with routine administrative inquiries and direct requests to the appropriate department when necessary Follow organizational confidentiality, privacy, and information-handling requirements Maintain awareness of individuals entering the facility and promptly notify the appropriate personnel of unusual circumstances or concerns Follow established organizational procedures during emergencies, evacuations, fire drills, or other safety-related events Maintain a professional appearance and demeanor when interacting with employees, visitors, clients, and external parties UNSCHEDULED DUTIES AND RESPONSIBILITIES: Assist with special administrative projects and assignments as requested Support meeting preparation, including organizing conference rooms and preparing materials Assist with employee or visitor communications when necessary Report facility, maintenance, cleanliness, or safety concerns to the appropriate department Assist with coordinating deliveries, vendors, service providers, and scheduled visitors Maintain or update office directories, contact information, and administrative records as assigned Provide temporary administrative support to other departments when operational needs require Participate in organizational meetings, orientation sessions, and training programs as scheduled Perform other administrative or front-office duties consistent with the position as assigned FRONT DESK AND VISITOR MANAGEMENT RESPONSIBILITIES: The Front Desk Receptionist will support the organization in maintaining an orderly and professional reception area. Responsibilities may include maintaining visitor records, confirming appointments, contacting employees regarding visitor arrivals, issuing visitor badges when required, and ensuring visitors are directed to the appropriate location. The Front Desk Receptionist is not expected to perform security enforcement functions. Any situation involving threatening behavior, unauthorized access, significant disturbances, or other security concerns should be immediately referred to the appropriate supervisor, security personnel, law enforcement, or emergency services in accordance with organizational procedures. ADMINISTRATIVE SUPPORT RESPONSIBILITIES: The Front Desk Receptionist will provide general administrative assistance to support efficient office operations. This may include: Preparing, scanning, copying, organizing, and filing documents Maintaining front-office records and logs Assisting with correspondence and basic data entry Coordinating incoming and outgoing mail and packages Maintaining meeting rooms and shared administrative spaces Assisting with appointment or meeting coordination Maintaining office and front desk supplies Supporting administrative projects assigned by management Communicating routine information between departments when appropriate The Front Desk Receptionist must maintain confidentiality when handling employee, client, vendor, organizational, or other sensitive information. EMERGENCY PREPAREDNESS RESPONSIBILITIES: The Front Desk Receptionist will follow established organizational emergency preparedness procedures and assist with front-office coordination during emergencies as directed. Responsibilities may include: Becoming familiar with emergency exits, evacuation procedures, and emergency contact information Following instructions during fire drills, evacuations, medical emergencies, or other emergency events Directing visitors to appropriate exits or designated areas when instructed Promptly communicating observed safety concerns or emergency situations to appropriate personnel Contacting emergency services when directed or when circumstances reasonably require immediate assistance Participating in required safety and emergency preparedness training The Front Desk Receptionist is not responsible for independently managing the organization’s Safety Program, Safety Binder, facility inspections, or emergency drill program unless separately designated and trained for those responsibilities. TRAINING AND EDUCATION RESPONSIBILITIES: The Front Desk Receptionist will participate in required organizational orientation and ongoing training applicable to the position. Training may include customer service, confidentiality, workplace safety, emergency preparedness, administrative systems, telephone procedures, visitor management, and other operational requirements. The employee is expected to maintain familiarity with organizational policies and procedures applicable to front-office operations. PHYSICAL DEMANDS: Prolonged periods of sitting at a desk and working on a computer Periodic standing and walking throughout the office Frequent use of telephone, computer, printer, scanner, and other standard office equipment Ability to lift or move office supplies, packages, or materials weighing up to 25 pounds Ability to communicate effectively in person, by telephone, and electronically WORKING CONDITIONS: Onsite office environment Primarily assigned to the front desk and reception area Frequent interaction with employees, visitors, vendors, clients, and members of the public Regular use of computers, telephones, and standard office equipment Work may require managing multiple inquiries and administrative requests simultaneously COMPETENCIES AND SKILLS: Strong customer service and interpersonal skills Professional, courteous, and welcoming demeanor Clear verbal and written communication skills Strong organizational skills and attention to detail Ability to manage multiple tasks and priorities Dependable, punctual, and professional Ability to maintain confidentiality and exercise appropriate discretion Basic computer proficiency, including email, word processing, and data entry Ability to operate standard office equipment Strong telephone etiquette Ability to remain calm and professional when interacting with difficult or frustrated individuals Good judgment and ability to appropriately escalate concerns Ability to work independently and collaboratively with multiple departments LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS: High school diploma or equivalent required Prior experience in reception, administrative support, customer service, office administration, or a related role preferred Basic proficiency with computers, email, Microsoft Office, Google Workspace, or similar office applications preferred Experience operating multi-line telephone systems or other office communication systems preferred Strong verbal and written communication skills required Ability to maintain confidentiality and handle sensitive information appropriately CPR/First Aid certification preferred but not required Must successfully complete applicable pre-employment screening requirements