Receptionist

Taleo Social Sourcing•Ann Arbor, MI

1d•Onsite

About The Position

The Receptionist supports front-office operations and provides administrative assistance for projects. The role helps ensure smooth daily office operations and assists project managers with administrative needs and compliance with HDR's Quality Management System (QMS). The position requires 100% in-office presence and supports multiple office locations throughout Michigan. Responsibilities include managing reception and visitor services, office supplies and shared spaces, meeting and conference room coordination, and administrative support for project teams. The receptionist also helps prepare and proofread project documents, reports, presentations, correspondence, and other documentation, while working under minimal supervision and meeting compressed deadlines.

Requirements

High school diploma or equivalent.
Excellent verbal and written communication skills, including grammar, punctuation, proofreading, spelling, and telephone skills.
Flexibility and ability to prioritize and manage multiple tasks and various managers in a fast-paced environment.
Self-motivated, well-organized, and detail-oriented.
Ability to handle confidential information.
Proficiency with Microsoft Office, including Word and Outlook.
Commitment to actively participating in HDR's employee-owned culture.

Nice To Haves

Associate degree.

Responsibilities

Answer, screen, and direct incoming telephone calls professionally and courteously.
Manage front desk duties, including distributing incoming mail, faxes, and courier deliveries.
Coordinate and track incoming and outgoing UPS and other package shipments.
Greet employees, clients, vendors, and visitors and provide a welcoming environment.
Administer visitor sign-in and exit procedures, maintain guest logs, and issue security badges.
Assist visiting HDR employees with workstation assignments, temporary badges, and supplies.
Maintain confidentiality and follow office security protocols.
Support administrative and operational needs of multiple office locations throughout Michigan.
Order and maintain office, kitchen, coffee and tea, and cleaning supplies; maintain kitchen and common areas.
Coordinate approved lunch and catering orders for meetings, events, and training sessions.
Advise employees on office procedures and administrative support.
Assist senior staff with travel arrangements, expense reports, and car rentals as needed.
Assist with planning and executing office functions, including employee recognition events, holiday parties, open houses, and client receptions.
Perform other duties needed for efficient office operations.
Manage conference room schedules and meeting space reservations.
Coordinate meetings, including Outlook invitations, conference calls, room reservations, and catering.
Communicate with meeting organizers about room setup requirements and special requests.
Prepare and distribute meeting materials, print handouts, attend meetings as needed, and capture meeting minutes.
Ensure conference rooms are cleaned, organized, and reset after meetings.
Proofread and edit technical documents for grammar, spelling, punctuation, formatting, consistency, readability, and clarity.
Ensure documents meet HDR branding requirements, template standards, and client-specific formatting expectations.
Prepare reports, presentations, correspondence, and project documentation for project teams and leadership.
Serve as backup for project transmittals and submittals.
Work under minimal supervision, meet compressed deadlines, and perform other assigned administrative duties.