Senior Receptionist & Switchboard, MS Onsite

Ricoh • New York, NY

8d • $22 - $28 • Onsite

About The Position

The Senior Receptionist & Switchboard Operations professional is the first point of contact for visitors, employees, and callers, helping maintain a professional image of the organization. The role provides customer service, manages visitor access, coordinates workplace hospitality, supports meetings and events, and provides administrative assistance in a fast-paced corporate environment.

The position manages reception and switchboard operations, visitor check-in and access procedures, conference-room readiness, catering and meeting logistics, and basic audiovisual and conferencing technology support. It also assists headquarters staff and business teams with office tasks, deliveries, and special projects, and trains designated backup personnel on reception processes and procedures.

The role is based in an office environment and involves regular interaction with employees, visitors, vendors, and executives. It is primarily sedentary, with occasional walking, standing, bending, reaching, and lifting or carrying items up to approximately 10 pounds. Regular computer, telephone, badge-system, and office-technology use is required.

Requirements

• High school diploma or equivalent.
• 2–5 years of experience as a receptionist.
• Experience coordinating and supporting meetings.
• Ability to support and troubleshoot audiovisual equipment.
• Strong customer-service and interpersonal skills.
• Professional verbal and written communication abilities.
• Ability to multitask and prioritize competing responsibilities in a fast-paced environment.
• Flexibility to support business needs during standard office operating hours.
• Experience using Microsoft Outlook, Microsoft Office, and workplace technology tools.
• Strong organizational skills and attention to detail.
• Ability to collaborate effectively across departments.
• Strong judgment and decision-making abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Experience managing visitor interactions and front desk operations.
• Ability to coordinate meeting-room setup, logistics, and hospitality services.
• Basic audiovisual and meeting-technology troubleshooting skills.
• Strong time-management and multitasking abilities.

Responsibilities

• Greet visitors professionally and maintain a welcoming, organized reception area.
• Manage emails and serve as a primary contact for employees, visitors, vendors, and clients.
• Manage visitor sign-in, issue badges, notify hosts, coordinate visitor wireless access when applicable, and follow visitor security protocols.
• Activate temporary employee access badges and follow up on loaned badges, coordinating with Security when badges are not returned according to policy.
• Answer and route high-volume incoming calls, provide accurate information, handle sensitive calls discreetly, prioritize and escalate calls, and maintain phone lists and speed-dial directories.
• Conduct daily checks of conference rooms, team rooms, and phone rooms to ensure readiness.
• Prepare meeting spaces for meetings and events, including room configuration, seating, materials, and audiovisual equipment checks.
• Schedule meeting rooms, provide meeting support, and escort executives and VIP visitors when appropriate.
• Coordinate catering orders, dietary preferences, delivery schedules, food and beverage setups, invoices, and vendor coordination.
• Provide first-level support and basic troubleshooting for audiovisual, conferencing, and meeting-room technology.
• Provide administrative support to headquarters staff and business teams, including office projects, mailings, labels, and document preparation.
• Notify employees of inbound deliveries and coordinate delivery routing when appropriate.
• Identify opportunities to support office operations during downtime and perform additional duties and special projects assigned by leadership.
• Build positive working relationships across departments and with external visitors.
• Train designated backup personnel on reception processes, systems, policies, and procedures.
• Collaborate with Facilities, Administration, Security, and other operational teams.

Benefits

• Medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K).
• Health Savings Account (HSA).
• Flexible Spending Account (FSA).
• Team member tuition assistance programs.
• Paid vacation time.
• Paid holidays.
• Additional benefits supporting health, wellness, and personal and professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED