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Administrative Reception Specialist

2 months ago

Gainesville, Florida, United States FosterThomas Full time


FosterThomas is seeking a skilled administrative receptionist to serve as the welcoming face of our organization, embodying our core values.

The successful candidate will possess a strong background in managing a multi-line telephone system, organizing catering for meetings, and overseeing the upkeep of conference and training spaces.

Proficiency in the Microsoft Office Suite is essential, along with outstanding verbal and written communication abilities. This position calls for a personable individual dedicated to delivering exceptional service to both employees and visitors. Bilingual proficiency in Spanish is preferred but not mandatory.

Key Responsibilities:

  • Reception Management
  • Operate a multi-line phone system, directing calls to the appropriate departments or personnel.
  • Welcome and assist employees, visitors, customers, and clients with a friendly and professional demeanor.
  • Act as the initial point of contact, providing accurate information and directing inquiries appropriately.


  • Event and Meeting Coordination
  • Order and coordinate lunch and refreshments for meetings as required.
  • Prepare and set up conference and training rooms, ensuring they are clean, organized, and equipped properly.
  • Assist with scheduling and managing room reservations.


  • Administrative Support
  • Manage incoming and outgoing mail, packages, and deliveries, ensuring proper distribution.
  • Assist with various administrative tasks, including data entry, filing, and maintaining office and kitchen supplies.
  • Provide support to other departments as necessary.


  • Office Appearance and Maintenance
  • Maintain a tidy and professional appearance of the reception area, conference rooms, and common areas.
  • Ensure that kitchens, conference rooms, and training rooms are stocked with necessary supplies and materials.


Qualifications:

  • High school diploma or equivalent.
  • Experience with multi-line phone systems and reception duties.
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
  • Excellent verbal and written communication skills.
  • Strong organizational skills with attention to detail.
  • Effective time management skills.
  • Ability to multitask and thrive in a fast-paced environment.
  • People-oriented with a positive attitude and commitment to providing exceptional service.

EEO Statement:

FosterThomas is an equal opportunity employer committed to equal employment opportunities in recruitment, hiring, promotion, training, compensation, and disciplinary action regarding the terms and conditions of employment.

FosterThomas does not discriminate based on race, religion, national origin, color, age, sex, disability, marital status, gender identity, genetic information, sexual orientation, or any other legally protected characteristic.