Reception and Office Coordinator

Pittsburgh Cultural Trust•Pittsburgh, PA

2d•Onsite

About The Position

The Reception and Office Coordinator (“Receptionist”) serves as the primary point of contact for visitors and callers to the Trust administrative offices, ensuring welcoming and secure access to the building while managing the front desk and reception area. This fully in-person, part-time position will manage the reception area and assist with office administrative tasks. Key responsibilities include screening guests, handling inbound calls, distributing mail and packages, maintaining office and kitchen supplies, and supporting meetings with external guests. The ideal candidate is professional, reliable, committed to providing exceptional customer services, and organized. Two part-time employees will share this position to ensure consistent coverage. The Trust will work with both employees to establish a regular staffing schedule. The individual hired for this opening will typically work two days per week, averaging approximately 16 hours.

Requirements

At least 1-2 years’ experience working as a receptionist or similar front-facing role required.
Strong working knowledge of Microsoft Office suite required.
Exceptional verbal and interpersonal skills.
Calm and professional demeanor.
Reliable and committed to customer service.
Organized and good problem-solving skills.
Patient and able to communicate effectively with a wide range of personalities.

Nice To Haves

Experience in face-to-face customer service or retail industry preferred.
Familiarity with multi-extension telephone preferred.

Responsibilities

Screen guests through the intercom system.
Manage the visitor pre-registration process through the Trust’s SwipedOn visitor management system and assist guests through the check-in process.
Develop familiarity with staff, contractors, and key stakeholders to effectively manage building access and ensure a welcoming and secure environment.
Answer the reception desk phone and check voicemail, responding to inquiries or directing calls as appropriate.
Maintain the reception area in an orderly, clean, and professional manner.
Accept all deliveries and ensure they go the appropriate staff member.
Exercise sound judgement and discretion in handling confidential matters and sensitive situations.
Notify Trust security personnel promptly of any security issues within or immediately outside of the reception area.
Receive, log, and distribute packages and mail and assist with developing protocols and procedures.
Sort mail and check the Benedum security desk for any deliveries.
Support shipping management by scanning in packages, managing package pick-ups, and ensure prompt delivery to staff.
Distribute office and kitchen supplies.
Maintain supply inventory and support ordering process.
Restock the kitchen supplies on a regular basis.
Assist with key meetings with external stakeholders, including Trust Board of Trustees and Board committees.
Certain meetings will require earlier start time (approximately 10 days per year).
Assist with preparing meeting materials.
Assist with day-of coordination as needed, including directing and welcoming guests and catering.
Demonstrate a commitment to diversity, equity, accessibility, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.
Perform other responsibilities as assigned.