Job Overview
GEM’s Receptionist is the first point of contact for visitors and callers and a key partner in keeping our office operating smoothly. In this role, you will manage the front desk, coordinate vendors and deliveries, support the facility needs, and provide administrative support—always with professionalism, hospitality, and attention to detail. The ideal candidate will possess a professional presence, strong customer service orientation, and excellent organization.

Key Duties & Responsibilities
Key responsibilities include, but are not limited to:
Reception

• Perform front desk opening/closing procedures and ensure coverage during business hours.
• Greet and welcome visitors and vendors upon arrival.
• Answer and direct phone calls in a polite and professional manner; take clear, timely messages.
• Sort and distribute mail, packages, and other deliveries.
• Coordinate outgoing shipments and couriers as needed, monitor pickups and confirmations.
• Prepare conference rooms for meetings (chairs straightened, supplies stocked, tech and whiteboards ready).
• Keep reception and all common areas clean, organized, and well-stocked.

Office and facilities management

• Manage office-related vendors and service providers (e.g., supplies, cleaning, maintenance) and coordinate schedules and access.
• Maintain office and kitchen supplies; track inventory, place orders, and restock to maintain appropriate levels.
• Ensure the office is organized, presentable, secure, and well-maintained.
• Assist with office projects, moves, and renovations as requested.

Administrative support

• Coordinate monthly staff luncheons and assist with firmwide events (catering, setup, breakdown).
• Serve as a cross-trained back-up for administrative teammates on critical tasks.
• Provide ad-hoc administrative support such as scheduling, scanning, filing, data entry, and basic document preparation as requested, and time allows.

Qualifications
Successful candidates will display traits inherent in GEM’s collegial and team-oriented culture, including enthusiasm, honesty, humility, integrity, and curiosity.

• High school diploma or general education degree (GED) required
• 1-3 years of receptionist, front desk, or office coordination experience, or other relevant customer service or hospitality experience
• Relevant experience in an office or related environment preferred (professional services environment a plus)
• Strong customer service orientation
• Comfortable multi-tasking and prioritizing tasks without guidance
• Excellent interpersonal and communication skills
• Demonstrated ability to read, write, and speak English

Working Conditions

• Position type – Full-time
• Work schedule – Minimum 40 hours / week
• Work location – In-office, 5 days / week
• Work environment – Office
• Essential physical requirements:
  • Able to sit and work on a computer for an extended period
  • Able to occasionally lift and move boxes up to 30 lbs.
• Travel requirements – None, expect for to/from firm or team related events

Company Culture
Every team member contributes to the GEM culture by respectfully voicing opinions, asking questions, evaluating how and why things are done, and offering solutions. This level of involvement and trust is developed through bonding opportunities over shared meals, joint celebrations, and team and firm outings.
Service is also a key element of GEM’s culture. Employees are presented with opportunities to serve both internally and externally. They can sign up to serve on various internal committees, such as the Community Outreach Committee, and volunteer with local nonprofits. GEM aims to improve the local community while encouraging its team members' spirit of giving.