Receptionist Job at Comfort Insurance and Finances in Miami

Receptionist

The Receptionist provides front-desk and administrative support to ensure smooth daily office operations. This role serves as the first point of contact for visitors and callers, creating a warm and professional environment that reflects our company values. Responsibilities include managing incoming calls, greeting and checking in visitors, sorting and distributing mail, and supporting staff and clients with general administrative needs. The Receptionist is expected to deliver exceptional customer service and maintain an organized, welcoming, and clean front office area.

Duties and Responsibilities

• Greet and welcome all visitors in a warm and professional manner, answering questions and directing them to the appropriate office or staff member.
• Answer, screen, and direct incoming phone calls promptly and courteously, taking accurate messages as needed.
• Respond to all customer inquiries in a polite, helpful, and timely manner.
• Organize, maintain, and update files for billing, customer, and client records to ensure accurate and accessible documentation.
• Maintain the reception area and all common areasincluding kitchen, bathrooms, and conference roomsin a clean, tidy, and well-stocked manner.
• Operate standard office equipment, including fax machines, copy machines, and computers, efficiently and accurately.
• Record and maintain detailed logs of visitor requests, phone calls, and other communications.
• Receive, sort, and distribute incoming mail and deliveries promptly within 24 hours of receipt.
• Conduct inventory of office supplies and restock as needed to ensure smooth daily operations.
• Ensure that the front desk/reception area is not left unattended.
• Maintain confidentiality of sensitive information and handle all documents with professionalism.
• Maintain the Office Staff Drive in an organized and accessible manner.
• Perform other administrative tasks and departmental support duties as assigned to support overall company operations.
• Support the Leadership Team by completing assigned projects and tasks as needed.
• Handle hot leads and all sales leads in a timely and efficient manner, following company guidelines.
• Responsible for training front desk backups/team members ensuring they have the necessary knowledge and resources to succeed in their roles.

Responsible for ensuring the department handbook is kept up to date by reviewing and revising content whenever workflow, policy, or system changes occur.