Senior Receptionist & Switchboard, MS Onsite

Ricoh Americas Holdings•New York, NY

7d•Onsite

About The Position

The Senior Receptionist & Switchboard Operations professional is the first point of contact for visitors, employees, and callers and helps 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 support in a fast-paced corporate environment. The position manages reception and switchboard operations, visitor check-in and badge procedures, conference-room readiness, meeting and event logistics, catering coordination, and basic audiovisual troubleshooting. It also provides administrative and office support, collaborates with Facilities, Administration, Security, and other teams, and trains designated backup personnel on reception processes and procedures.

Requirements

High school diploma or equivalent.
2–5 years of experience as a receptionist.
Experience coordinating and supporting meetings.
Ability to support and troubleshoot audio and visual 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.
Collaborative, professional, customer-service-focused demeanor.
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.
Strong time-management skills.
Proficiency with Microsoft Office applications, Outlook, and related workplace technologies.
Ability to walk, stand, bend, reach, and lift or carry items up to approximately 10 pounds.
Moderate dexterity for typing, data entry, and operating standard office equipment.

Responsibilities

Greet visitors professionally and serve as a primary contact for employees, visitors, vendors, and clients.
Manage emails with attention to detail, discretion, professionalism, and confidentiality.
Maintain a welcoming, organized, and professional reception area.
Manage visitor sign-in, issue visitor badges, notify hosts of guest arrivals, and coordinate visitor wireless access when applicable.
Activate temporary employee access badges and follow up on loaned badges, partnering with Security when badges are not returned according to policy.
Follow visitor protocols to maintain security and hospitality standards.
Answer and route high-volume incoming calls, provide accurate information, handle sensitive calls discreetly, prioritize calls, and escalate service concerns when necessary.
Maintain current company phone lists and speed-dial directories.
Check conference rooms, team rooms, and phone rooms daily for readiness.
Prepare meeting spaces, including seating, materials, room configuration, and audiovisual equipment checks.
Schedule meeting rooms and provide general meeting support.
Escort executives and VIP visitors to meeting locations when appropriate.
Coordinate catering orders, delivery schedules, food and beverage setups, catering invoice tracking, and vendor coordination.
Troubleshoot basic audiovisual and meeting technology issues and provide first-level support for conferencing equipment.
Provide administrative support, including office projects, mailings, labels, document preparation, and other tasks.
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 as 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.