Administrative Assistant / Reception Services

The Administrative Assistant / Reception Services professional is the first point of contact for the firm and plays a key role in delivering an exceptional client and visitor experience. This position provides comprehensive support across reception, concierge, conference, and administrative functions in a fast-paced professional office environment.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining a polished and professional demeanor.

Location: Onsite, 5 days per week in Livingston, NJ

Schedule: Monday–Friday, 8:00 a.m. – 5:00 p.m.

Key Responsibilities

Reception Services

• Serve as the primary point of contact, creating a professional and welcoming experience for all guests
• Greet, register, and direct visitors to appropriate offices or meeting spaces
• Answer and route incoming calls via a multi-line phone system
• Issue temporary badges and vendor access passes
• Maintain and update visitor information in the management system
• Escalate medical emergencies and security concerns to appropriate personnel
• Coordinate parking validation and car service reservations
• Maintain office directories and phone lists
• Ensure reception areas and beverage stations are clean, organized, and fully stocked
• Perform data entry and general administrative support as needed

Concierge & Administrative Support

Provide day-to-day operational support to firm professionals, including:

• Preparing binders, transcripts, and presentation materials
• Managing print, scan, and copy production and distribution
• Handling fax communications
• Processing incoming USPS and accountable mail
• Coordinating outgoing mail and shipments
• Performing light document editing and formatting
• Ordering, stocking, and maintaining office supplies
• Monitoring and maintaining supply inventory levels (par levels)
• Supporting additional administrative tasks as assigned

Conference & Office Services

• Set up and break down conference rooms based on daily schedules and requirements
• Ensure all conference room furniture, equipment, and fixtures are properly maintained and secured
• Participate in daily planning meetings to review event and room setup needs
• Arrange and remove equipment such as chairs, whiteboards, and easels
• Coordinate food and beverage delivery and setup for meetings
• Restock pantries, kitchens, and break areas
• Maintain cleanliness, organization, and readiness of conference rooms and shared spaces

Required Skills & Qualifications

• Professional, client-focused demeanor with strong customer service skills
• Prior experience in a corporate or professional office environment preferred
• Proficiency with:
• Multi-line phone systems
• Microsoft Outlook (calendar management)
• Microsoft Excel
• Data entry and internet research
• Strong organizational and multitasking abilities
• Ability to lift and move up to 40 lbs., and transport items using a wheeled cart (up to 75 lbs.)
• Ability to stand, walk, bend, kneel, or sit for extended periods

Compensation

The compensation for this role is up to $30.00 per hour, with potential eligibility for an annual bonus. Final compensation will be based on location, experience, skills, and qualifications.