Receptionist / Office Administrator

Soundome Group•Fort Lauderdale, FL

11d•Onsite

About The Position

The Receptionist / Office Administrato r serves as the front-line representative of the company, ensuring every guest, visitor, and employee experiences a professional, welcoming, and well-organized environment. This role supports daily office operations, guest reception, event coordination, mail management, HR administrative tasks, and general office maintenance.

Requirements

1-3 years of front desk or administrative assistant experience.
Experience with calendar management, office supply management, and equipment maintenance.
Strong organizational and time management skills, with capability to prioritize and manage multiple tasks efficiently.
Excellent verbal and written communication skills, including proper telephone etiquette and professional presentation.
High attention to detail and a proactive work style with an ability to pivot priorities and work in a fast-paced environment.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, etc.).
Multi-line phone systems
Pleasant, approachable, and professional demeanor.
Positive, can-do attitude, and proactive.
Strong customer service skills – the customer is our TOP PRIORITY
Reliable, punctual, and detail-oriented.
Ability to work for extended periods at a desk using a computer.
Ability to lift up to 10 pounds if/when necessary.
Routine use of telephone and email.

Nice To Haves

Experience with Canva is highly preferred

Responsibilities

Greet and welcome guests, visitors, and employees, ensuring a positive first impression.
Arrive punctually and maintain a professional, friendly, can-do attitude at all times.
Add guest names to the front lobby and conference room TV displays prior to arrival.
Notify employees upon guest, lunch, or package arrivals.
Maintain conference rooms—keep them stocked and organized, and ensure refrigerators are replenished throughout the day.
Support a “WOW” visitor experience as requested.
Open, date-stamp, and distribute incoming mail to appropriate mailboxes daily.
Coordinate outgoing shipments via USPS, FedEx, and UPS.
Manage all special deliveries and outgoing packages efficiently.
Answer and route calls on a multi-line phone system courteously and professionally.
Check voicemail and monitor office email inbox consistently throughout day, responding/forwarding messages promptly.
Prepare morning coffee service and refresh after lunch.
Restock kitchen areas daily with beverages, utensils, condiments, and other essentials.
Clean and organize kitchen spaces daily; wipe down refrigerators weekly.
Maintain and organize supply closets, ensuring inventory levels are kept current.
Place orders (including Amazon, beverage, and snack orders) and reconcile corresponding invoices.
Approve and submit vendor invoices for office supplies, coffee service, and cleaning.
Provide administrative support across departments, including printing, scanning, ordering gifts, and preparing shipments or packages.
Assist with special projects and ad hoc tasks assigned by HR or department leaders.
Set up conference rooms prior to meetings, ensuring cleanliness, stocked supplies, and functional AV equipment.
Schedule and post welcome messages for new hires or guests prior to arrival.
Reset and tidy up rooms following meetings and events.
Assist with setup and coordination of company events, celebrations, and meetings as directed by HR or department leadership.
Support events in the 550 building by preparing spaces and monitoring throughout the day.
Add new employees to the front TV welcome display, org chart, and company directory
Create nameplates and order business cards as approved by HR
Coordinate welcome lunches and related onboarding details.
Remove employees from the org chart and directory promptly
Clear, clean, and restock vacated workstations as needed.
Submit facility repair or maintenance requests through the building portal (e.g., lighting, repairs, equipment issues).
Monitor and follow up to ensure timely resolution.
Always leave a note and bell at the front desk when stepping away.
Perform additional administrative or operational duties as assigned by HR or company leadership.