HQ Office Manager & Receptionist

Veralto • Waltham, MA

2d • Onsite

About The Position

Reporting to the Director, Corporate Human Resources, the HQ Office Manager & Receptionist is responsible for being the first point of contact for visitors, clients, board members, and employees, you will play a crucial role in creating a positive and welcoming environment. Your exceptional communication and interpersonal skills will help ensure that everyone who walks through our doors has an outstanding experience. This person will support with vendor relationships management, developing office systems and ensuring thoughtful use of our HQ. The best candidate is someone who has an excellent ability to multi-task, show strong attention to detail, take initiative, and roll-up their sleeves with a positive mindset. The role is also critical in supporting in strengthening our Waltham community. This position is part of the Corporate HR department and working alongside the local support teams (Executive Admins, IT, Communications) located in Waltham, MA and will be on-site. As a receptionist, the role will require on-site attendance, full-time to open and close the office in a timely manner (M-F). Our building has incredible amenities as a “lifestyle” property including on-site gym, full cafeteria, on-site conference center, free covered parking, bike storage and frequent community events.

Requirements

• High school diploma or equivalent; additional certifications or training in hospitality or customer service is a plus but not required.
• Proven experience in a corporate or professional setting. Will consider commensurate experience in other service industries (restaurant, retail, hospitality etc.)
• Strong sense of responsibility and reliability shown through excellent time management, problem-solving and resourcefulness skills with a consistent team player approach.
• Proficiency in using computer systems, including email, Microsoft Office suite (Outlook, Teams, Excel, Word), and digital scheduling tools.
• Excellent communication skills, both verbal and written, with the ability to engage effectively with diverse individuals.
• Strong organizational skills with the ability to manage multiple tasks and prioritize responsibilities.
• Respectful and welcoming approach, projecting a positive image of the company.
• Knowledge of security procedures and access control measures.
• Can-do attitude, problem solving and continuous improvement mindset.

Responsibilities

• Greet all visitors and guests with a warm demeanor to ensure they feel valued and respected during their interactions with the company by offering assistance and providing necessary information about the building's facilities, services, and amenities.
• Support the selection and management of office vendors such as beverages and food, building management, office greenery, and other office supplies. Maintain resources and inventory for business meetings, community building events and other office meetings.
• Keep the office tidy and presentable, ensuring that the reception area and shared spaces reflect the professionalism and high standards of the company. Act as a liaison for building maintenance issues with vendors or internal teams.
• Build office procedures to effectively address inquiries from visitors and employees. Ensure the information is visible to our visitors.
• Administer security badging system by working with building management to assign new key cards or fobs, verify all visitors with visitor badges and manage security log.
• Efficiently manage a multi-line telephone system, maintain a staff directory, transfer calls to the appropriate personnel and taking detailed messages when necessary.
• Lead the emergency response protocol to respond calmly and efficiently in the event of emergencies, following established protocols and assisting with evacuations if required. Facilitate trainings, and coordinate emergency drill with the building team.
• Receive and sort incoming mail and packages, notifying recipients of their arrivals and ensuring their proper distribution.
• Provide day-to-day administrative support to the Executive Assistant team and HQ associates, including meeting scheduling, conference room coordination, office calendar management, and general clerical tasks. Co-lead weekly meetings with the Executive Admin team to review office needs, align on priorities, and ensure timely follow-through.
• Coordinate and execute HQ office events in partnership with the Executive Admin team, including quarterly social events and the annual holiday celebration.
• Drive initiatives that foster a strong sense of community within the HQ office, including promoting building events, managing internal communications (e.g., office screens and signage), and organizing engagement activities.
• Develop, document, and maintain standard work and operating procedures for the Office Manager function to ensure consistency, continuity, and ease of coverage (e.g., mail handling, badge access, office communications).
• Establish and lead a cross-functional HQ site committee responsible for planning and executing the annual events calendar, managing budgets, and enhancing the overall employee experience at the site.
• Partner with HR and hiring managers to support a seamless HQ onboarding experience, including workspace readiness, day-one logistics, and welcoming/orienting new hires to the office.

Benefits

• Bonus/incentive pay and equity awards for eligible roles
• Paid holidays and a permissive paid time off policy emphasizing flexibility and trust
• Ongoing investment in your career through dedicated training, on-the-job development, and coaching
• Total rewards that support your success at work and beyond, including comprehensive health benefits, a 401(k) savings plan with employer match, and associate wellbeing programming with rewards
• paid time off
• medical/dental/vision insurance
• 401(k) to eligible employees

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED