Receptionist The Receptionist serves as the first point of contact for visitors, callers, staff, and people served by the organization. This position performs front-desk reception and clerical duties in a professional, courteous, and organized manner while supporting daily administrative operations. The Receptionist is responsible for greeting guests, answering and directing phone calls, responding to general inquiries, receiving and distributing mail and packages, maintaining a welcoming reception area, and assisting with office security and administrative tasks. The position ensures that guests and visitors feel comfortable, valued, and appropriately directed while on the premises.
Job Responsibilities:
Maintains a positive, professional, and welcoming environment that reflects the mission, values, and culture of WE Inc.
Demonstrate sensitivity, patience, and respect when interacting with people served, employees, families, visitors, and community stakeholders.
Adheres to all WE Inc. policies regarding confidentiality, privacy, safety, security, and professional conduct.
Greet and welcome visitors, staff, and people served in a professional and courteous manner.
Provide basic and accurate information in person and by phone or email.
Direct visitors to the appropriate person, department, or office.
Answer, screen, and forward incoming phone calls promptly and appropriately.
Respond to routine questions and escalate concerns or complaints to the appropriate staff member.
Update calendars, schedule meetings, and assist with front-desk correspondence as assigned.
Receive, sort, and distribute letters, packages, deliveries, and other incoming materials.
Maintain office security by following safety procedures, monitoring visitor access, maintaining logbooks, and issuing visitor badges as required.
Monitor security cameras and promptly notify the security guard or management of suspicious activity or safety concerns.
Help ensure that organizational rules, guidelines, and front-desk procedures are followed.
Keep the reception area clean, organized, presentable, and stocked with necessary materials such as pens, forms, and brochures.
Perform clerical duties, including filing, photocopying, transcribing, faxing, and other administrative support tasks.
Perform other duties as assigned by the supervisor or management.
Administrative Support:
Assist with data entry and maintaining electronic and paper records.
Prepare sign-in sheets, visitor logs, and meeting room schedules.
Monitor and replenish office supplies; notify management when inventory is low.
Assist with outgoing mail, postage, and courier services.
Support HR and program staff with administrative projects as assigned.
Customer Service & Participant Support:
Provide courteous assistance to program participants, families, vendors, and community partners.
Assist with directing participants to classes, meetings, assessments, and program activities.
Maintain a welcoming and professional environment for individuals with disabilities and other employment barriers.
Facility & Safety Responsibilities:
Conduct periodic walkthroughs of the lobby and public areas to ensure cleanliness and safety.
Report facility maintenance concerns, safety hazards, or emergency situations promptly.
Assist with emergency procedures, including visitor accountability during evacuations or severe weather events.
Technology Responsibilities:
Maintain and update reception-related databases, contact directories, and phone lists.
Operate multi-line phone systems, copier/scanners, security systems, and visitor management systems.
Assist visitors with completing electronic forms or basic technology needs.
Preferred Experience:
One year of experience working in a nonprofit, workforce development, human services, healthcare, educational environment or business setting. Experience interacting with individuals with disabilities and diverse populations preferred.
Technical Skills:
Proficiency with Microsoft Outlook, Word, Excel, Teams, and Google Documents. Ability to learn and utilize agency software systems and visitor management tools.
Required Professional Competencies:
Strong attention to detail and confidentiality.
Ability to remain calm and professional during high-volume periods.
Strong problem-solving and conflict-resolution skills.
Dependable attendance and punctuality.
Demonstrated professionalism in handling sensitive or confidential information.
Physical Requirements:
Ability to sit, stand, and move throughout the facility as needed.
Ability to occasionally move packages or materials weighing up to 20 pounds.
Ability to communicate effectively in person, by telephone, and electronically.
Typical Working Conditions:
Work is primarily performed in an office environment and involves regular contact with staff, people served, employees, visitors, and the public. This job description is a general description of essential job functions. It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform. All employees of Workshops, Inc. are expected to perform tasks as assigned by their supervisor or manager, regardless of job title or routine job duties, subject to reasonable accommodation. The following benefits are offered to our part-time employees: Workshops, Inc., pays Social Security and workers' compensation for all employees. A 401(k)-retirement plan is available. Workshops, Inc. provides a 100% match for employee contributions up to 5% and a 50% match on employee contributions of 6% to 7%.
