Receptionist 4

Aston Carter•Seattle, WA

3d•$25 - $25•Onsite

About The Position

The Receptionist / Information Coordinator oversees the reception area of a large, moderately active office and serves as the primary point of contact for employees, guests, and vendors. This role focuses on delivering friendly, professional front desk service while managing building access badges, mail and package tracking, office communications, and various administrative tasks. The position is largely desk-based and requires strong customer service skills, attention to detail, and moderate proficiency with Microsoft Office and Excel.

Requirements

Proven customer service experience in a front desk, reception, or client-facing role.
Friendly, outgoing, and confident demeanor with strong client-facing communication skills.
Comfort with a sedentary position involving extensive sitting and desk-based work.
Ability to handle light package lifting, with carts provided and no lifting over 20 pounds.
Moderate computer skills, including proficiency with Microsoft Office and Microsoft Excel.
Accuracy and attention to detail in data entry and tracking tasks, particularly in Excel.
Ability to manage multiple tasks simultaneously while maintaining a professional and organized reception area.
Strong written and verbal communication skills for email correspondence and phone interactions.
Reliability and consistency in following established processes for badges, mail, transit cards, and office communications.

Nice To Haves

Hospitality experience is preferred, particularly in environments requiring high levels of guest interaction and service.
Experience working in a corporate office or large campus setting is beneficial.
Familiarity with Slack or similar collaboration tools for office communications is an advantage.
Comfort using iPads or similar devices to manage digital forms and contracts.
Experience with building work order systems or facilities ticketing systems is helpful.
Ability to work effectively with facilities and administrative teams to resolve issues and support office operations.
Willingness to adapt to evolving processes and take on additional responsibilities as needed.

Responsibilities

Welcome and check in employees and guests upon arrival at the office, ensuring a positive and professional first impression.
Issue and collect temporary building elevator badges and company badges for employees who have forgotten their badges or are visiting from out of town.
Issue visitor badges to non-employees and ensure they are properly checked in before meeting their host.
Actively audit and maintain building elevator badges in an Excel tracker, disabling badges that are not returned and coordinating the creation of new badges as needed.
Work directly with the facilities coordinator to keep badge records accurate and up to date.
Send weekly emails to employees who have not returned building elevator badges, following up until resolution.
Send weekly emails to employees who have checked out temporary company badges but have not returned them.
Send weekly emails to employees whose permanent company badges have been printed and are ready for pickup, and ship badges out upon request.
Assist new employees with activating their company badges and adding appropriate access levels.
Collaborate with the facilities coordinator to troubleshoot and reactivate building elevator badges, escalating requests or distributing them to the team as necessary.
Submit help requests and tickets through the building work order system when needed.
Escalate vendor-related issues to the appropriate facilities contacts as necessary.
Monitor the regional email alias, respond to employee inquiries, and escalate items to facilities leadership when appropriate.
Use the regional email alias to send all reception-related communications for team transparency and coverage, including information about badges, mail, guests, and catering.
Answer incoming phone calls to the office, respond to voicemails promptly, and ensure calls are handled or routed appropriately using the two reception desk phones.
Receive all delivered packages and mail, log them into an Excel tracker with all relevant information, and maintain accurate records.
Notify employees by email when their packages or mail arrive and coordinate pickup or shipment to their home addresses upon request.
Receive all catering deliveries at the reception desk, check them in, and ensure they are cleared to proceed to the appropriate floors.
Notify employees when their catering orders arrive and provide carts to help move orders to the correct locations.
Distribute regional transit cards funded by the business line, ensure employees sign mandatory contracts on the iPads at the desk, and complete and track these contracts in Excel for audit and annual renewal purposes.
Print and install desk nametags by working with the facilities coordinator to obtain updated lists of employees assigned to desks.
Support office communications by monitoring relevant Slack channels and posting Slack builder kits and other office-wide communication materials as directed by management.
Perform data entry and maintain accurate digital records related to reception, badges, mail, transit cards, and other front desk activities.
Carry out other ad hoc assignments and administrative tasks as requested by management.