Receptionist/Admin Assistant

Role Summary

Receptionist to be the first point of contact at an innovative pharmaceutical company. The role involves creating a welcoming environment for visitors, supporting internal teams, and ensuring smooth front-desk operations in a fast-paced, science-driven workplace.

Responsibilities

• Welcome and assist visitors, clients, and vendors with professionalism and warmth, ensuring a positive first impression.
• Manage all incoming communications, including phone calls, emails, and mail; direct inquiries to the appropriate departments efficiently.
• Coordinate and schedule meetings and desk reservations for guests and visitors, ensuring proper logistics and hospitality.
• Ensure compliance with visitor check-in protocols daily and help with pre-registrations for larger groups.
• Help facilitate health inspections on site and promptly notify relevant personnel of arrival of inspector.
• Handle the receipt and distribution of incoming and outgoing USPS mail and packages.
• Support new hire onboarding by coordinating logistics such as ID badge setup, welcome materials, and workspace arrangements.
• Provide administrative support across departments including HR, Operations, and others as needed.
• Partner with facilities and lab teams to coordinate service visits and maintenance for office and lab equipment.
• Utilize and maintain facility management systems such as Envoy, ServiceNow, and Verkada to support daily operations.
• Collaborate cross-functionally to ensure smooth office operations and effective internal communication.
• Other duties as assigned.

Qualifications

• High school diploma or equivalent; additional education or certifications in office administration preferred.
• Minimum of 4 years experience in a front desk or customer service role, with a strong ability to handle multitasking in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other office software.
• Ability to maintain professionalism and a positive attitude under pressure.
• Strong attention to detail and ability to handle confidential information.
• Basic knowledge of office equipment (phones, printers, computers).

Education

• High school diploma or equivalent; additional education or certifications in office administration preferred.

Additional Requirements

• Physical Demands: On a continuous basis, sit at a desk; occasional movement and lifting up to 25 lbs. Some walking and standing may be required.
• Travel: Up to 5% of time may be required.