Front Desk Receptionist & Office Administrator

If you’re a sharp, upbeat professional who’s thrilled to be the warm first impression for clients and visitors, keep a high‑energy young team organized and firing on all cylinders, and turn everyday chaos into smooth, efficient operations in a fast‑growing company, this role is calling your name. We’re seeking someone who blends top‑notch front‑desk hospitality, razor‑sharp administrative skills, and a proactive “I’ve got this” attitude—think polished concierge meets indispensable right‑hand support, but in a vibrant, no‑red‑tape startup/scale‑up environment where your ideas and hustle directly fuel our momentum and growth.

We are seeking a bright, energetic, and highly organized Front Desk Receptionist & Office Administrator to serve as the first point of contact for our visitors, clients, and team members. This multifaceted role combines warm front‑desk hospitality with proactive administrative support. If you’re knowledgeable, quick on your feet, and thrive in a fast‑paced environment where no two days are the same, this is the perfect opportunity to make a real impact!

• Greet all visitors with a warm, professional demeanor and ensure a positive first impression.
• Manage the main phone line: screen calls, direct inquiries, take accurate messages, and respond promptly to general questions.
• Handle incoming/outgoing mail, package deliveries (signing for and distributing), and maintain office supply inventory (ordering and stocking as needed).
• Keep the reception area, common spaces, and break areas clean, tidy, and welcoming at all times.
• Provide front‑desk coverage as required and assist with light cleanup/setup after team lunches, meetings, or office events.

• Deliver general clerical and administrative assistance to the team.
• Help prepare for meetings: assemble materials, set up rooms, and support presentations or virtual setups.
• Coordinate travel arrangements, book flights/hotels, and prepare detailed itineraries.
• Process and submit expense reports accurately and on time.
• Support client meetings, internal events, and team gatherings (logistics, RSVPs, materials).
• Draft, proofread, and edit basic documents, emails, and correspondence.
• Maintain organized, up‑to‑date client engagement records and databases.
• Generate simple reports or summaries as requested.

• 1–2 years of experience in a front desk, receptionist, administrative assistant, office coordinator, or similar role.
• Warm, confident, and professional communication style—excellent in‑person presence and phone etiquette.
• Strong organizational skills with the ability to prioritize, multitask, and stay calm under pressure.
• Comfortable and proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint) and common business tools/apps (e.g., Google Workspace, scheduling software, or CRM basics).
• Proactive, resourceful mindset—you spot what needs doing and jump in without being asked.
• Positive attitude, high energy, and a genuine desire to support a collaborative team.
• Reliable, detail‑oriented, and discreet with confidential information.

• Supportive, collaborative team environment.
• Opportunities to grow your skills and take on new responsibilities.
• A role where you get to make a meaningful impact on both client and team experience.

Vanguard Maintenance & Electrical is a fast‑scaling, innovative electrical contractor with strong New York City roots since 2007. We specialize in low‑voltage temperature controls and Building Management Systems (BMS), delivering smart, efficient solutions that optimize commercial and industrial spaces—without the high‑voltage side of traditional electrical work. We smartly pivoted and expanded during challenging times, growing our footprint into Texas and now boasting over 250 team members powering projects across NYC, Dallas‑Fort Worth, Austin, San Antonio, and beyond.

We’re creating real impact in smarter, more sustainable built environments while prioritizing organizational health, team well‑being, and a culture that rewards hustle and fresh ideas.