Admin/Receptionist – Part-Time

JOB TITLE: Admin/Receptionist – Part-Time 

DEPARTMENT: Charlotte, NC 

REPORTS TO: Executive Assistant 

CLASSIFICATION: Non-Exempt 

UPDATED: July 2026

POSITION SUMMARY

The Admin/Receptionist is responsible for supporting the organization through a variety of administrative activities and related tasks. This position will assist the Executive Assistant to the CEO and other administrative staff as required by business needs. This is a fast-paced role that requires strong organizational skills, attention to detail, flexibility, and a sense of urgency while managing multiple priorities throughout the day.

ESSENTIAL FUNCTIONS

RECEPTIONIST SUPPORT

• Act as the backup Receptionist, covering breaks and assisting with front desk duties.

• Greet and assist visitors, answer phone calls, and manage inquiries professionally.

• Gain a thorough knowledge of office departments and staff members to perform reception duties effectively.

EXECUTIVE ASSISTANT SUPPORT

• Conference Room Setup: Arrange and prepare conference rooms for meetings and lunches, coordinate attendees, and ensure virtual meeting setups with IT.

• Catering and Errands: Order and pick up lunch and catering orders. Run errands such as trips to UPS, FedEx, or nearby vendors.

• Document Preparation: Print, bind, laminate, and staple documents in various formats and sizes, including contracts, meeting materials, photos, and spreadsheets.

• Data Management: Create spreadsheets and organize data as directed by the Executive Assistant.

• Research: Compile research and information for various projects and executive requests.

• Event Assistance: Help organize and execute staff events, collaborating with the Receptionist and Executive Assistant.

• Creative Tasks: Use Canva to create flyers and other marketing materials for staff events, and assist the Executive Assistant with the company's bi-monthly newsletter.

• Birthday Cards: Manage the process of staff birthday cards to be signed by the CEO.

• General Support: Assist other Administrative staff and Human Resources personnel as needed.

• Holiday Season: Support the Executive Assistant with holiday-related tasks, including events, bulk mailings, wrapping presents, and year-end duties.

OTHER FUNCTIONS

• Immediately document and manage incoming and outgoing mail, faxes, and newspaper deliveries when applicable.

• Record all incoming deliveries and immediately notify the appropriate recipient when applicable.

• Keep the break room, copy room, lobby, conference rooms, and common areas clean, organized, fully stocked, and presentable throughout the day.

• Restock break room, copy room, coffee stations, printers, and office supplies regularly.

• Set up and clean conference rooms before and after meetings.

• Assist with keeping directory notebooks and computer databases up to date.

• Contact couriers for office needs.

• Serve as a liaison with Facility Management Services for repairs, cleaning, maintenance, and security concerns.

• Maintain a strong sense of urgency throughout the day while balancing multiple responsibilities, including meeting setups, meeting breakdowns, errands, research projects, newsletters, event flyers, and other administrative requests.

COMPETENCIES

• High level of discretion and confidentiality

• Strong interpersonal skills

• Customer service mindset

• Detail-oriented

• Strong organizational skills

• Excellent communication skills

• Time management

• Ability to multitask

• Ability to work independently

• Ability to prioritize multiple projects in a fast-paced environment

TECHNICAL SKILLS

• Knowledge of Polycom/8x8 telephone equipment or equivalent

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and Canva

• Ability to operate office equipment such as copiers, printers, scanners, personal computers, and other office equipment

KNOWLEDGE, SKILLS, ABILITIES REQUIRED

• Two + years of professional experience relative to the role

• Experience in real estate and hospitality is preferred

POSITION TYPE / EXPECTED HOURS OF WORK

This is a part-time, on-site, non-exempt position. Working hours are Monday through Friday, 10:00 am to 4:30 pm, or as agreed upon.

TRAVEL

There are no travel requirements for this position.

SUPERVISORY RESPONSIBILITIES

There are no supervisory responsibilities for this position.

WORK ENVIRONMENT

This position operates in a professional office environment. The noise level in this work environment is usually quiet to moderate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: The employee is regularly required to talk or listen effectively. The employee is frequently required to sit, squat, stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. Specific vision abilities required by this job include Close vision and Distance vision. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

OTHER DUTIES

Please note that this job description is not designed to cover or contain a comprehensive listing of the activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

EEO STATEMENT

The Keith Corporation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.

In addition to federal law requirements, The Keith Corporation complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

The Keith Corporation expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of The Keith Corporation’s employees to perform their job duties may result in discipline up to and including discharge.