Receptionist/Facilities Assistant Ref: VN044 Boston, Massachusetts

The Opportunity

We are seeking a highly motivated and organised Receptionist to join our dynamic team.

As the first point of contact for our clients and visitors, you will play a crucial role in creating a positive impression and ensuring that our office runs smoothly. Your responsibilities will include managing incoming calls, greeting visitors and handling administrative tasks to support our team. You will be responsible for maintaining a welcoming atmosphere in our reception area, ensuring that all inquiries are handled efficiently and effectively.

The ideal candidate will possess excellent communication skills and take pride in providing outstanding customer service.

If you are looking for a position where you can make a significant impact and develop your skills in a professional setting, we encourage you to apply and be a vital part of our team!

Main Responsibilities

All visitors must be made to feel welcome and provided with all relevant information for security and health and safety.

Notification of any expected visitors should be provided to reception in advance if possible and the receptionist should make themselves aware of who is scheduled and who they are there to see.

All visitors must be recorded in the appropriate system provided at the reception desk. A visitor badge will be printed and handed over to the visitor.

Responsible for ensuring that all access controls are duly followed by visiting parties, including visitors and contractors.

Check the meeting rooms throughout the day to ensure they meet the required standard.

In the event of any issues with AV equipment these should be reported to the relevant manager to action remedy.

The reception area should be always kept tidy, specifically, the visitors seating area. The seating is to be aligned and the newspapers/magazines on tables should be neatly arranged. Trash or discarded material should be removed when guest(s) leave the area and spillages should be dealt with immediately.

Common areas should be inspected hourly and the daily checklist completed and signed with any issues being raised to the landlord or Property Management Company.

Report any lighting, electrical, mechanical, air-conditioning failures and cleanliness issues immediately to the landlord or Property Management Company.

Report any security issues, such as lost property, baggage unattended, theft or trespassers immediately to landlord or Property Management Company and Client.

Responsible for ensuring that the coffee machine and snack canisters area as well as office supplies/supplies/stationery area are maintained and properly stocked to support general office activities.

Clean and replenish coffee machines and report any functionality issues promptly. Fill snack canisters as needed. Any consumables purchased by Macro shall be recoverable as variable charges.

Ensure copy and stationary supply areas are fully stocked daily.

Replenish paper in copiers at the start of the day.

Liaise with supply vendors to submit orders to maintain inventory par levels for both stationery and toner (if required).

Place necessary work orders if there is a malfunction of devices for maintenance and repairs.

The ideal candidate will have:

Previous experience as Receptionist/Facilities Assistant.

Excellent communication, phone etiquette and computer skills.

Familiarity with telephony and meeting room booking systems.

Must be organised and thorough, with an ability to prioritise workload when necessary.

Knowledge of MS Office - Word, Excel, Outlook and have flexibility to learn new client-specific applications.

Salary Range $55,000 - $60,000 Annually

Macro is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria below, please apply as you may still be suitable for this role or another role within our organisation. Should you require any adjustments to assist during the application/hiring process please do make us aware.