receptionist & office assistant

As our Receptionist & Office Assistant, you will be the friendly, professional, and welcoming first point of contact for Hunter Dickinson Service Inc. (HDSI) and our internal sub-tenants. You will be the face and voice of our office, greeting clients, visitors, and team members. You will play an important and central role in keeping our office running smoothly and efficiently by supporting the team with a wide variety of daily administrative tasks and helping to maintain a welcoming, safe, and highly organized office environment.

Core Responsibilities

1. Reception & Front Desk

• Greet all visitors, staff, and deliveries at the front desk with a positive and professional demeanor, ensuring they feel welcome and are directed appropriately.
• Answer all incoming phone calls promptly and courteously, handle simple questions or inquiries, take accurate messages, and direct calls to the correct person.
• Manage all incoming and outgoing mail and courier packages, which includes receiving, logging, sorting, and distributing them to the appropriate recipients daily.

2. Office Support/Upkeep and Meeting/Event Support

• Proactively keep the main kitchen and meeting rooms clean, tidy, and fully stocked. This includes ensuring surfaces are clean, running dishwasher, supplies are replenished, and all areas are ready for use.
• Help set up boardrooms and meeting spaces for upcoming meetings, including preparing fresh coffee and hot water for tea, and ensuring any requested materials are in place.
• Assist with the setup, serving, or clean-up of catered lunches for internal or client meetings, ensuring a professional presentation.
• Ensure all meeting rooms are immediately presentable after use by wiping tables, pushing in chairs, erasing whiteboards, and removing any leftover items.
• Keep all shared office equipment (like photocopiers and printers) stocked with paper and toner, and report any service issues promptly to the appropriate contact.
• Monitor office and kitchen supplies (e.g., pens, notepads, file folders, coffee, snacks) by conducting regular inventory checks, and assist with placing new orders before items run low.

3. Administrative Assistance

• Assist the team with essential administrative tasks such as accurate typing, scanning documents, making photocopies, and filing physical and digital documents in an organized manner.
• Help prepare, assemble, and distribute internal and external reports, presentations, or other company communications as needed.
• Support team members by helping to book meetings, coordinate travel arrangements, or prepare and submit expense reports in a timely fashion.

5. Other Duties

• Assist with special projects and other duties as they arise, showing flexibility and a willingness to help the broader team.

Qualifications & Skills

• Previous experience in a customer service, reception, or office assistant role is a strong asset, but we are willing to train the right person with a great attitude.
• A friendly, professional, and positive demeanor is essential for this role.
• Excellent communication and interpersonal skills; you must be comfortable and clear when speaking with people in person and on the phone.
• Strong organizational and time-management skills, with a proven ability to handle multiple small tasks and switch priorities effectively.
• A proactive, resourceful, and "can-do" attitude—you should be someone who looks for what needs to be done rather than waiting to be asked.
• A keen eye for detail and a focus on maintaining a clean, organized, and professional environment.
• Comfortable with standard office technology (computers, multi-line phones, printers) and basic proficiency in Microsoft Office (Outlook, Word).
• Must be reliable, punctual, and trustworthy with a strong sense of responsibility.