Receptionist

Pacific Federal Management•Tamuning, GU

7h•Onsite

About The Position

The Receptionist serves as the first point of contact for the Company’s Headquarters, representing the organization with professionalism, warmth, and operational excellence. This role is responsible for managing front desk operations, visitor experience, incoming communications, mail and package coordination, meeting room scheduling support, applicant assistance, and general administrative functions. This position plays a critical role in maintaining an organized, efficient, secure, and welcoming headquarters environment while supporting internal teams, external visitors, vendors, applicants, and business partners.

Requirements

High school diploma or GED required
Minimum 1–3 years of experience in receptionist, front desk, customer service, office coordination, or administrative support roles preferred.
Strong interpersonal, communication, and customer service skills.
Professional verbal and written communication abilities.
Strong organizational skills with excellent attention to detail and accuracy.
Ability to manage multiple priorities effectively while maintaining professionalism under pressure.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and/or Google Workspace applications.
Experience with scheduling platforms, office equipment, printers, scanners, and basic administrative systems.
Ability to work independently while maintaining collaboration across departments.
Strong attendance, punctuality, and dependability.

Nice To Haves

Associate degree or administrative certification preferred.
Experience supporting Human Resources, Facilities, Office Administration, or corporate headquarters environments.
Familiarity with visitor management systems, package tracking processes, or office booking systems.
Prior experience handling applicant intake or employment-related administrative support.

Responsibilities

Serve as the primary point of contact for all visitors, guests, applicants, vendors, and delivery personnel entering Headquarters.
Greet and assist visitors in a professional, courteous, and security-conscious manner that reflects the Company’s culture and standards.
Maintain visitor sign-in procedures, access logs, and visitor badge issuance in accordance with company security protocols.
Notify employees or designated hosts promptly upon visitor arrival.
Manage lobby and reception areas to ensure a clean, organized, welcoming, and professional environment.
Provide general wayfinding assistance, including office locations, meeting room directions, and contact guidance.
Escalate unauthorized access concerns, visitor issues, or security concerns to appropriate leadership immediately.
Answer, screen, and route incoming phone calls promptly and professionally.
Take clear, accurate, and timely messages when employees are unavailable.
Respond to general inquiries from customers, vendors, applicants, and business partners, directing requests to the appropriate department or personnel.
Monitor shared inboxes, phone lines, or communication channels assigned to Headquarters operations.
Maintain professional communication etiquette in all verbal and written interactions.
Receive, log, and coordinate all incoming mail, courier deliveries, and packages for Headquarters.
Maintain accurate package tracking logs, including date and time received, carrier information, recipient name and department, tracking number (when available), and delivery status or disposition.
Notify recipients promptly upon receipt of mail or deliveries using approved communication methods.
Coordinate outgoing mail and courier requests, including shipping labels, scheduling pickups, confirmations, and tracking support.
Organize designated mail pick-up areas for efficient distribution.
Escalate unclaimed, damaged, misdirected, or sensitive deliveries in accordance with company procedures.
Monitor and support the Headquarters meeting room reservation system to ensure efficient and appropriate use of shared spaces.
Assist employees with meeting room reservations, scheduling conflicts, cancellations, and rescheduling needs.
Provide guidance regarding room capacity, configurations, available resources, and booking protocols.
Identify recurring scheduling issues such as double bookings, no-shows, or misuse of meeting spaces and escalate concerns as needed.
Coordinate with Administration, IT, Facilities, or Office Management to address room functionality or scheduling concerns.
Maintain accurate and current versions of company forms, packets, templates, and administrative documents in both digital and printed formats.
Ensure forms remain organized, adequately stocked, and updated when revisions occur.
Serve as an initial point of contact for walk-in applicants or general employment inquiries.
Provide applicants with appropriate forms, submission instructions, and basic process guidance.
Route applicant-specific or employment-related questions to Human Resources or designated hiring personnel.
Maintain awareness of current job opportunities to accurately direct candidate inquiries.
Provide general administrative support to Headquarters operations, including filing, scanning, printing, data entry, document preparation, and record organization.
Assist with distribution of company communications, notices, announcements, or office memorandums.
Maintain inventory of front desk and reception supplies, forms, office materials, and visitor resources.
Coordinate requests for replenishment of office supplies as needed.
Support cross-functional administrative initiatives as assigned.
Handle confidential and sensitive information with discretion and professionalism, including applicant information, visitor records, internal correspondence, and company documentation.
Protect personally identifiable information (PII) in accordance with company standards and applicable privacy requirements.
Maintain a calm, professional, solutions-oriented demeanor in a fast-paced environment with frequent interruptions.
Demonstrate sound judgment, accountability, reliability, and professionalism at all times.
Adhere to all company policies, safety requirements, administrative procedures, and workplace conduct expectations.