Job Details

Receptionist Position

The receptionist serves as the first point of contact and often provides the initial impression of TESSERE to clients, visitors, and callers. This role is responsible for managing incoming phone calls across all TESSERE locations, greeting and directing visitors, coordinating conference room schedules, and acting as a central communication hub for internal staff status updates.

As a member of the TESSERE Administrative Division, the receptionist collaborates closely with other administrative team members, providing and receiving backup support as needed. The position reports directly to the Administrative Services Manager.

Additional responsibilities can include facilitating various business documents such as letters, forms, agreements, and reports. The receptionist assists employee-owners by processing written notes, proofreading, and formatting word-processed documents.

Success in this role requires a team-oriented mindset and a strong customer service focus. The ideal candidate is positive, proactive, adaptable, and willing to support fellow administrative staff to ensure smooth daily operations.

Primary Responsibilities

• Answering phones, routing calls, taking messages, and answering inquiries.
• Greeting guests.
• Coordinating conference room use.
• Coordinating company vehicle use.
• Ordering meals for in-house meetings.
• Coordinating company DriveKS and K-Tag usage.
• Coordinate car returns with Enterprise and assist with issues that may come up.
• Checking out PPE and site equipment for staff.
• Coordinating event tickets for the office.
• Maintaining record of staff locations during office hours by updating the Daily Schedule.
• Processing (opening) deliveries.
• Updating SharePoint with birthdays and anniversaries.
• Ordering and tracking packages from multiple delivery companies.
• Maintaining mailing and postage supplies for the office.
• Overseeing technology check outs and returns.
• Maintaining upkeep of breakroom machines.
• Proofreading/proofing work of others.

Additional Responsibilities

• Provide word processing support using Microsoft Word (2016 or newer)
• Contract preparation, primarily done in Catina (AIA) software.
• E-mail correspondence
• Prepare meeting minutes from handwritten, typed, or transcribed notes.
• Letters and other correspondence
• Electronic filing of documents
• Packaging for mail, freight, or messenger delivery

Knowledge, Skills, and Abilities

• Typing proficiency with standard qwerty keyboard.
• Proficiency in Microsoft Suite (Word, Excel, Teams, and PowerPoint [2016 or newer])
• Possible use of AI software
• Strong written and verbal communication skills using the English language
• Customer and personal service
• Assess customer needs
• Meet quality standards for services
• Maintain a calm demeanor
• Effective time management skills
• Ability to adapt to changes in priorities, policies, and procedures.
• Ability to operate standard office equipment and keyboards.
• Ability to lift and manipulate packages and other items up to 50 pounds.
• Be able to visually recognize people and observe monitors. Monitor surveillance cameras.
• Ability to walk short distances and drive a standard vehicle.

Requirements

Required Experience and Credentials

• 24 proven years of experience in similar roles is preferred.
• Applicants with experience in the built environment will be given preference.
• Typing speed minimum of 60 words-per-minute with a minimum accuracy level of 90 percent
• Able and willing to complete the following required pre-employment assessment exams in:
• Typing
• Microsoft Word
• Spelling/grammar
• Proofreading
• 1-3 years of experience as a receptionist or in an administrative role is preferred.
• Prior experience in architectural or engineering industries is preferred.
• Equivalent combinations of education and experience will be considered.