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Job Title: Receptionist
Reports To: The Receptionist will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.
Job Overview
The Receptionist provides exceptional service by greeting and assisting all visitors and answering inbound calls. Continuously offers the highest level of service to all corporate employees and their visitors. Maintains a professional image of the company by providing prompt, courteous, and efficient service. The receptionist may be called upon to assist in other SPS service areas such as mail/shipping operations, hospitality, and general office/facilities work based on operational needs to provide a top-tier customer experience. Overall, this position continuously offers the highest level of service to all clients and SPS employees while maintaining a professional image of the company by providing prompt, courteous, and efficient service.
Main Functions
- Primary function of reception/concierge: answer all calls/correspondences and provide an exceptional customer service experience for all incoming/outgoing visitors.
- Light facilities/hospitality work: assist customers to open troubleshooting tickets, order supplies, stock kitchens/service areas with supplies, and help set up/take down conference rooms for meetings/events.
- Mail Service: cross-trained to assist mail services as needed, including sorting/distributing mail and receiving/tracking packages.
Duties And Responsibilities
- Provide 5-star customer service to all employees and visitors (in all forms of communication).
- Answer incoming telephone calls and route callers to the appropriate person.
- Ensure visitors complete, sign, and understand their responsibility for adhering to the corporation’s NDA.
- Log visitors into the registration system and activate temporary badges as needed.
- Issue facility access cards to employees and route global calls professionally and efficiently.
- Prioritize calls and escalate issues when needed; keep phone and speed dial lists current.
- Train a back-up and provide guidance on policies and procedures.
- Notify employees about inbound deliveries and manage mail as appropriate.
- Provide light administrative support such as scheduling meeting rooms, ordering catering, and assisting other teams as needed.
- Follow up on loaned access cards and coordinate with Security if cards are not returned.
- Build professional relationships with customers and other teams; maintain a neat reception area.
- Provide barista/pantry/conference/kitchen area service and perform meeting room set-ups.
- Monitor office supplies, replenish and order as needed; assist with copy/print tasks and equipment.
- Maintain professionalism and composure when interacting with callers/visitors.
- Determine additional support needs for sensitive inquiries and provide back-office coverage as needed.
- Proactively seek additional work during downtime.
Competencies
- Driven by client satisfaction
- Integrity and strong business ethics
- Excellent communication skills
- Professional customer service skills and appearance
- Good organizational skills and ability to maintain confidentiality
- Strong attention to detail and time management
- Results-oriented and able to work with internal and external partners
- Fast learner and adept at following instructions and handling change
Qualifications And Education Requirements
- High School Diploma (or equivalent) required.
- 1-3 years prior work experience; strong preference for administrative/reception/concierge experience.
- Ability to work assigned hours determined by the manager.
- Excellent organizational and time management skills.
- Analytical abilities and problem-solving aptitude.
- Excellent written and verbal English communication skills.
- Strong customer-focused mindset and ability to multi-task.
- Ability to learn computer-based systems (multi-phone line systems, PC/Mac, MS Office, copiers/scanners, etc.).
- Maintain a professional appearance and attitude; adhere to policies and procedures.
Physical Demands
- Ability to lift/move up to 40 lbs. frequently; ability to lift items up to 60 lbs. with assistance for certain tasks.
- Ability to walk, bend, kneel, stand, and sit for extended periods.
- Manual dexterity for operating office machinery.
Travel: None or negligible
Other Duties
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities. Duties may change at any time with or without notice.
What We Offer
- Career growth and opportunities to learn new skills.
- Learning & Development focused culture to develop your career.
- Recognition programs for employees at all levels.
- Benefits including medical, dental, vision, HCFSA/DCFSA, HSA, life and disability insurances, 401k with matching, and other programs.
About SPS
SPS is an award-winning employer offering outsourcing solutions that leverage Intelligent Automation in more than 22 countries. Services include Mailroom Management, Office Services (Reception, Lobby Concierge, Conference Room Management), and Document Processing. SPS is committed to equal employment opportunities and a culture of inclusion, equity and diversity.
EEO statement: SPS provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or other status protected by law.
Note: For Colorado applicants, applications may be accepted over a period while the posting remains open to ensure a robust applicant pool.
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