Description
The receptionist serves as the first point of contact and often provides the initial impression of TESSERE to clients, visitors, and callers. This role is responsible for managing incoming phone calls across all TESSERE locations, greeting and directing visitors, coordinating conference room schedules, and acting as a central communication hub for internal staff status updates. As a member of the TESSERE Administrative Division, the receptionist collaborates closely with other administrative team members, providing and receiving backup support as needed, and reports directly to the Administrative Services Manager. Additional responsibilities may include facilitating various business documents such as letters, forms, agreements, and reports, assisting employee-owners by processing written notes, proofreading, and formatting word-processed documents. Successful execution requires a team-oriented mindset, strong customer service focus, positivity, proactivity, adaptability, and willingness to support fellow administrative staff to ensure smooth daily operations.
Primary Responsibilities
- Answer phones, route calls, take messages, and respond to inquiries.
- Greet guests.
- Coordinate conference room use.
- Coordinate company vehicle use.
- Order meals for in-house meetings.
- Coordinate company DriveKS and K-Tag usage.
- Coordinate car returns with Enterprise and assist with issues that may arise.
- Check out PPE and site equipment for staff.
- Coordinate event tickets for the office.
- Maintain record of staff locations during office hours by updating the Daily Schedule.
- Process deliveries.
- Update SharePoint with birthdays and anniversaries.
- Order and track packages from multiple delivery companies.
- Maintain mailing and postage supplies for the office.
- Oversee technology checkouts and returns.
- Maintain upkeep of breakroom machines.
- Proofread others' work.
Additional Responsibilities
- Provide word processing support using Microsoft Word (2016 or newer).
- Contract preparation, primarily done in Catina (AIA) software.
- E‑mail correspondence.
- Prepare meeting minutes from handwritten, typed, or transcribed notes.
- Letters and other correspondence.
- Electronic filing of documents.
- Packaging for mail, freight, or messenger delivery.
Knowledge, Skills, And Abilities
- Typing proficiency with standard qwerty keyboard.
- Proficiency in Microsoft Suite (Word, Excel, Teams, and PowerPoint 2016 or newer).
- Possibility of using AI software.
- Strong written and verbal communication skills using the English language.
- Customer and personal service orientation.
- Assess customer needs.
- Meet quality standards for services.
- Maintain a calm demeanor.
- Effective time management skills.
- Ability to adapt to changes in priorities, policies, and procedures.
- Operate standard office equipment and keyboards.
- Lift and manipulate packages and other items up to 50 pounds.
- Recognize people and observe monitors; monitor surveillance cameras.
- Walk short distances and drive a standard vehicle.
Requirements
- Strong customer service focus and team-oriented mindset.
- Positive, proactive, adaptable, and willing to support administrative staff.
- 2–4 years of experience in similar roles preferred.
- Typing speed minimum 60 wpm with accuracy 90%.
- Ability and willingness to complete required pre‑employment assessment exams in typing, Microsoft Word, spelling/grammar, and proofreading.
- 1–3 years of experience as a receptionist or in an administrative role preferred.
- Prior experience in architectural or engineering industries is a plus.