Senior Receptionist & Switchboard, MS Onsite at Ricoh in New York, NY

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 procedures.
• Serve as a collaborative team member supporting Facilities, Administration, Security, and other operational teams.

Qualifications Required

• High school diploma or equivalent.
• 2-5 years of experience as a receptionist.
• Experience in coordinating and supporting meetings.
• Ability to support and troubleshoot audio and visual equipment.
• Strong customer service and interpersonal skills.
• Professional verbal and written communication abilities.
• Ability to multi-task and prioritize competing responsibilities in a fast-paced environment.
• Flexibility to support business needs during standard office operating hours.
• Experience using Microsoft Outlook, Microsoft Office, and workplace technology tools.

Must-Have Skills & Qualities

• Detail-oriented with strong organizational skills
• Collaborative team-player who works effectively across departments
• Professional, customer-service-focused demeanor
• Excellent verbal and written communication skills
• Strong judgment and decision-making abilities
• Ability to maintain confidentiality and handle sensitive information
• Experience managing visitor interactions and front desk operations
• Ability to coordinate meeting room setup, logistics, and hospitality services
• Basic audiovisual and meeting technology troubleshooting skills
• Strong time-management and multitasking abilities
• Proficiency with Microsoft Office applications, Outlook, and related workplace technologies

Typical Day-to-Day Activities

• Begin the day by reviewing and responding to emails, visitor notifications, meeting requests, and office support needs.
• Conduct a walkthrough of conference rooms, team rooms, and phone rooms to verify A/V equipment and meeting technology are functioning properly.
• Welcome visitors and guests, manage check-ins, issue badges, and notify hosts of arrivals.
• Support meeting room readiness by ensuring proper room setup, seating arrangements, and materials availability.
• Coordinate catering orders, deliveries, invoice tracking, and event logistics.
• Provide basic troubleshooting support for meeting room technology.
• Escort executives and VIP visitors as needed.
• Manage switchboard operations and respond to employee and visitor inquiries.
• Assist with various administrative and front-of-house responsibilities throughout the day.

Working Conditions & Physical Requirements

• Office environment with standard lighting, ventilation, temperature, and noise levels.
• Requires interaction with employees, visitors, vendors, and executives throughout the workday.
• Work assignments are varied and may require interpreting information, resolving issues, and communicating with multiple stakeholders.
• Primarily sedentary role with occasional walking, standing, bending, reaching, and lifting/carrying items up to approximately 10 pounds.
• Regular use of computers, telephones, badge systems, and office technology.
• Requires moderate dexterity for typing, data entry, and operation of standard office equipment.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, qualifications, skills, efforts, or working conditions associated with the position.