Reception Specialist

Reception Specialist - Research, Administration, and Proctoring Reports to: Operations Manager Position Summary: The Reception Specialist serves as the first point of contact for visitors, students, and staff, providing exceptional customer service and administrative support. This position combines front-desk responsibilities with research assistance, administrative coordination, and exam proctoring duties to ensure smooth daily operations across the organization's educational and workforce programs. Key Responsibilities: Front Desk and Reception Greet visitors and clients in a professional, courteous manner and direct them to appropriate personnel or resources. Manage multi-line phone system, respond to inquiries, and route calls or messages as necessary. Maintain an organized and welcoming front office and lobby area. Handle incoming and outgoing mail, deliveries, and correspondence. Administrative Support Provide administrative assistance to staff, instructors, and program managers. Prepare, edit, and format documents, reports, and spreadsheets. Schedule appointments, meetings, and training sessions. Maintain electronic and physical filing systems, ensuring confidentiality and compliance with organizational policies. Support office supply inventory, ordering, and vendor coordination. Research and Data Entry Conduct online and database research to support program development, grant writing, and reporting activities. Assist with collecting, compiling, and analyzing data related to training outcomes and student performance. Support the preparation of research summaries, presentations, and data visualizations. Enter participant and program data into designated tracking systems (e.g., Salesforce, Excel, or LMS platforms). Proctoring and Student Support Administer and monitor exams in accordance with testing protocols. Verify student identification and ensure a secure testing environment. Provide technical support to test-takers as needed (logins, troubleshooting, etc.). Maintain accurate records of test sessions and outcomes. Ensure confidentiality and integrity in all testing activities. Qualifications: 2+ years of administrative, front-desk, or customer service experience. Strong computer skills, including proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace. Experience with data entry, online research, and digital literacy tools. Excellent verbal and written communication skills. Ability to multitask, prioritize, and maintain professionalism in a fast-paced environment. Experience in educational or testing environments preferred. Core Competencies: Professionalism and confidentiality Customer service excellence Research and information management Organization and attention to detail Team collaboration and adaptability Dependability and punctuality Work Environment: This position is based on-site in a professional office and training center environment. The role may require occasional evening or weekend hours to support special events, testing, or community activities.