Receptionist Job at Robert Half (Madison)

Job Description

We are looking for a detail-oriented Receptionist to support daily front-office and administrative operations in Madison, Wisconsin. This Long-term Contract position is ideal for someone who is organized, courteous, and comfortable handling a high volume of phone, mail, and document-processing tasks. This role will help keep office workflows running smoothly by managing communications, records, supplies, and participant-related correspondence with accuracy and attention to detail.

Job Responsibility

Welcome visitors and maintain a courteous, detail-oriented presence while providing helpful front-desk support
Answer and route incoming calls through a multi-line phone system, ensuring inquiries are directed to the appropriate team members
Receive, date-stamp, sort, and distribute incoming mail, and prepare outgoing mail for daily pickup and processing
Track provider refund checks by maintaining copies and updating deposit information in the appropriate spreadsheet
Process participant updates by entering address changes, scanning documentation, and attaching records to the correct file
Monitor office inventory, place supply orders when stock is low, and organize items when deliveries arrive
Support large mail projects by preparing materials, labeling, assembling packets, and coordinating final distribution
Generate participant and provider notices, print health and welfare checks, and send time-sensitive mailings within required deadlines
Scan, organize, batch, and file paper claims, enrollment cards, and other records while maintaining secure and accurate document storage
Operate office mailing equipment, assist with notice processing such as COBRA and reinstatement communications, and complete additional administrative tasks as assigned

Requirements

Previous experience in a receptionist, front desk, or administrative support role
Ability to manage a multi-line phone system and handle a steady volume of inbound calls professionally
Strong organizational skills with the ability to sort, scan, file, and maintain accurate records
Comfortable performing mailroom, document-processing, and general clerical duties with close attention to detail
Proficiency in basic computer applications, including spreadsheets and electronic document management
Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities throughout the day
Strong written and verbal communication skills with a customer-service-oriented approach
Dependable work habits and the ability to maintain confidentiality when handling sensitive participant and provider information

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

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