Receptionist Job at SPS in Miami

Overview

Join to apply for the Receptionist role at SPS.

Job title and reporting structure are described below. This position provides exceptional service by greeting and assisting visitors and answering inbound calls, while maintaining a professional image of the company.

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 asked 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, help order supplies, stock kitchens/service areas with supplies. May be asked to 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

• Provides 5-star customer service to all employees and visitors (in all forms of communication).
• Answers incoming telephone calls and routes callers to the appropriate person.
• Ensures all visitors complete, sign, and understand their responsibility for adhering to the corporation’s Nondisclosure Agreement (NDA).
• Logs visitors into the registration system and activates temporary badges as needed.
• Issues facility access cards to employees and assists with badge issues.
• Answers and properly routes global calls, some confidential in nature, using the company-wide switchboard; handles calls expeditiously and professionally while maintaining high service standards.
• Prioritizes calls and escalates issues to the proper chain of command.
• Takes initiative to ensure the company phone and speed dial lists are current.
• Provides training to a backup and guidance on policies and procedures.
• Notifies employees upon receipt of inbound deliveries or directs deliveries to the Mail Room as appropriate.
• Provides light administrative support (scheduling meetings, ordering catering, assisting other teams with tasks as needed).
• Follows up on loaned access cards and coordinates return with Security if not returned by end of day.
• Builds professional relationships with customers and other teams.
• Maintains the reception area in a neat and orderly fashion, including visitor reading materials.
• Supports barista, pantry, conference, kitchen, and meeting areas; performs meeting room setup as required.
• Monitors office supplies, replenishes, and orders as needed.
• Assists with copy/print orders and monitors equipment functionality.
• Maintains professionalism and composure when interacting with all callers/visitors.
• Determines additional support needs when handling sensitive inquiries in person or on the phone; provides back-of-house coverage as needed.
• Proactively seeks out additional work during downtime.

Competencies

• Driven by client satisfaction
• Integrity and strong business ethics
• Excellent communication skills
• Professional attitude and appearance; expert in customer service
• Good organizational skills
• Ability to maintain confidentiality
• Strong attention to detail
• Time management and task prioritization
• Results-oriented
• Team-oriented collaboration with internal and external partners
• Fast learner; adaptable to change

Qualifications And Education Requirements

• High School Diploma (or equivalent) required
• 1-3 years of 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
• Strong written and verbal English communication skills
• Customer-focused, task-driven personality
• Ability to multi-task and prioritize tasks, assignments, and customer needs
• Familiarity with computer-based systems (multi-phone line systems, PC/Mac, MS Office, printers/scanners, fax/mail machines)
• Maintain professional appearance and attitude; adhere to policies and procedures

Physical Demands

• Ability to lift and move up to 60 lbs with a wheeled cart; fine and gross motor skills for handling packages
• Ability to walk, stand, sit, bend, and kneel 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: An opportunity to learn new skills and explore career opportunities
• Learning & Development: A culture of learning to develop expertise
• We Recognize Talent: Recognition programs for all levels
• Benefit Offerings: Medical, Dental, Vision, and other benefits
• Note: Please inquire with the Human Resources team for benefit offerings per role; regular roles under 30 hours/week may have different benefits.

About SPS

SPS is an award-winning employer offering outsourcing solutions using Intelligent Automation in more than 22 countries. In North America, services include Mailroom Management, Office Services (Reception, Lobby Concierge, Conference Room Management), and Document Processing Services. Our clients include banks, insurers, legal, education, advertising, and Fortune 500 companies. SPS is committed to high-caliber outsourcing experiences and professional development with competitive benefits and training programs. We promote a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) 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, or any other status protected by law.

Colorado only: We accept applications for an expected minimum of 5 days from posting. The posting may remain open longer as needed.

Applicants are prohibited from using real-time AI tools during interviews.

SPS offers reasonable accommodations in the hiring process for individuals with disabilities. If you need assistance, you may request an accommodation at any time.

Privacy and Acknowledgement: To view our privacy policy, read the Data Privacy Statement. By submitting an application, you certify that the information is true and complete and understand that false information can be grounds for rejection or termination.