Receptionist

Job Title: Receptionist

Location: Onsite – 201 Jones Road, Waltham, MA 02451 (Free underground parking)

Schedule: Monday–Friday, 8:30 AM – 5:00 PM EST (1-hour lunch)

Duration: 6 months (potential extension/hire)

Required Skills

• Proficiency in Microsoft Office Suite required
• Professionalism to greet and speak with guests 

Position Summary

We are seeking a friendly, organized, and customer-focused Onsite Specialist to provide front desk coverage and administrative support in our Waltham office. This individual will serve as the first point of contact for clients, visitors, and internal staff while supporting daily office operations. The ideal candidate demonstrates excellent communication skills, professionalism, and strong organizational abilities.

Key Responsibilities

• Greet and welcome clients, visitors, and employees with a professional and courteous demeanor
• Serve as the first point of contact by answering and directing incoming phone calls and responding to general inquiries
• Maintain front desk coverage during business hours
• Support office operations through administrative and operational tasks
• Sort, distribute, and prepare incoming and outgoing mail and deliveries
• Assist with accounts payable/receivable-related administrative requests and other office documentation as assigned
• Coordinate conference room scheduling and meeting preparations
• Assist with facility-related requests, including maintenance coordination and basic office troubleshooting
• Complete light data entry, filing, reporting, and other administrative duties
• Provide additional support to onsite leadership and team members as needed

Required Qualifications

• Minimum of 2 years of receptionist, administrative support, customer service, or office coordination experience
• Strong verbal and written communication skills
• Professional appearance and customer-focused attitude
• Excellent organizational and multitasking abilities
• Reliable attendance and punctuality
• Basic computer proficiency, including Microsoft Office, email, and web-based applications
• Previous receptionist or front desk experience
• Experience working in a professional office environment

Preferred Qualifications

• Insurance, Finance, Retail, Hospitality, or other customer-facing experience

Skills & Competencies

• Exceptional customer service and interpersonal skills
• Strong relationship-building and communication abilities
• Ability to multitask, prioritize work, and remain organized in a fast-paced environment
• Strong attention to detail and problem-solving skills
• Proficient in Microsoft Office (Outlook, Word, Excel) and comfortable learning new web-based systems
• Ability to effectively use virtual collaboration and communication tools, including Microsoft Teams, Zoom, and other office technology platforms
• Comfortable navigating multiple technology systems simultaneously while providing excellent customer service
• Professional, reliable, and adaptable with the ability to work independently and collaboratively in an onsite office environment
• Self-motivated with a proactive approach to problem solving

Work Environment

• 100% onsite office environment
• Frequent interaction with clients, visitors, and internal staff
• Moderate administrative workload with regular front desk responsibilities

Systems & Tools

• Microsoft Office Suite
• Outlook and email systems
• Web-based internal applications (training provided)

Additional Requirements

• Background check and fingerprinting required
• Must be able to maintain regular onsite attendance during scheduled business hours

Dress Code

• Business Casual