Senior Receptionist & Switchboard Operations, MS Onsite Position Overview
The Senior Receptionist & Switchboard Operations professional serves as the first point of contact for visitors, employees, and callers, helping create and maintain a professional image of the organization. This role is responsible for delivering exceptional customer service, managing visitor access, coordinating workplace hospitality services, supporting meetings and events, and providing administrative support. The ideal candidate is highly organized, service-oriented, and capable of balancing multiple priorities in a fast-paced corporate environment.
Key Responsibilities Reception & Client Engagement
• Greet visitors warmly and professionally, creating a positive first impression for all guests.
• Manage emails with attention to detail, discretion, professionalism, and confidentiality.
• Serve as the primary point of contact for employees, visitors, vendors, and clients.
• Maintain a welcoming, organized, and professional reception area.
Visitor Management & Security
• Manage visitor sign-in procedures and issue visitor badges.
• Check in guests efficiently and promptly notify hosts of their arrival.
• Coordinate wireless network access for visitors when applicable.
• Activate temporary access badges for employees who have forgotten, lost, or have malfunctioning access cards.
• Ensure all visitor protocols are followed to maintain security and hospitality standards.
• Follow up on loaned access cards and partner with Security when badges are not returned according to policy.
Switchboard & Call Management
• Answer and route high-volume incoming calls through the company-wide switchboard.
• Provide accurate information or direct callers to the appropriate department or individual.
• Handle confidential and sensitive calls with discretion and professionalism.
• Prioritize calls appropriately and escalate customer service concerns when necessary.
• Maintain current and accurate company phone lists and speed-dial directories.
Conference & Meeting Support
• Conduct daily checks of conference rooms, team rooms, and phone rooms to ensure readiness.
• Assist in preparing conference rooms for small meetings, large gatherings, and executive events.
• Ensure meeting spaces are properly configured, including seating arrangements, materials, and room setup requirements.
• Verify all audiovisual equipment, monitors, and connectivity systems are functioning properly prior to meetings.
• Schedule meeting rooms and provide general meeting support as needed.
• Escort executives and VIP visitors to designated meeting locations when appropriate.
Catering & Hospitality
• Coordinate catering orders for meetings and events based on business needs and dietary preferences.
• Confirm delivery schedules and ensure food and beverage setups are completed correctly.
• Track catering invoices and assist with vendor coordination.
• Help maintain a high-quality workplace and visitor experience through exceptional hospitality services.
Technology Assistance
• Verify sound, video, and connectivity systems are functioning properly throughout meeting spaces.
• Troubleshoot and resolve basic audiovisual and technology issues to minimize disruptions.
• Provide first-level support for meeting room technology and conferencing equipment.
Administrative & Office Support
• Provide administrative support to headquarters staff and business teams as needed.
• Assist with office projects, mailings, labels, document preparation, and other administrative tasks.
• Notify employees of inbound deliveries and coordinate delivery routing when appropriate.
• Proactively identify opportunities to support office operations during downtime.
• Perform additional duties and special projects as assigned by leadership.
Training & Team Collaboration
• Build positive working relationships across departments and with external visitors.
• Train designated backup personnel on reception processes, systems, policies, and…