Front Desk Receptionist
Department: Administration
Reports To: Leadership
Location: Manufacturing Facility – Birmingham, Alabama (Onsite)
FLSA Status: Non-Exempt
Position Summary
Confidential Company is seeking a highly professional, organized, and customer-focused Front Desk Receptionist to serve as the first point of contact for visitors, customers, vendors, applicants, and employees. This position plays a critical role in creating a positive first impression while serving as an administrative liaison between leadership, Human Resources, and various departments within the organization.
The ideal candidate will be highly organized, capable of managing multiple priorities in a fast-paced manufacturing environment, and possess exceptional communication skills, professionalism, discretion, and the ability to handle confidential information.
Essential Duties and Responsibilities
Reception & Customer Service
- Greet and assist visitors, customers, vendors, contractors, and applicants entering the facility.
- Answer, screen, and direct incoming multi-line phone calls professionally and efficiently.
- Maintain visitor logs, issue visitor badges, and ensure compliance with company security procedures.
- Maintain a clean, organized, and professional reception area.
Administrative Support
- Provide administrative support to executive leadership and department managers.
- Coordinate conference room schedules and meeting logistics.
- Prepare meeting materials, presentations, and assist with special projects as assigned.
- Manage incoming and outgoing mail, overnight shipments, and package deliveries.
- Maintain office supply inventories and coordinate purchasing requests.
- Assist with document preparation, filing, scanning, record retention, and data entry.
- Coordinate travel arrangements, hotel accommodations, and itineraries for employees and visitors.
Human Resources & Recruiting Support
- Welcome candidates and coordinate interview schedules and logistics.
- Assist with onboarding activities, including new hire paperwork and orientation preparation.
- Maintain confidential personnel files and HR records.
- Assist with employee communications, recognition programs, company events, and employee engagement initiatives.
- Support recruiting activities, including scheduling interviews and communicating with candidates.
Communication & Coordination
- Serve as a liaison between departments and leadership to ensure timely communication and follow-up.
- Support company-wide initiatives and administrative projects.
- Assist with maintaining company directories, organizational charts, and contact lists.
Confidentiality & Professionalism
- Handle sensitive business and personnel information with the highest level of confidentiality.
- Exercise sound judgment when interacting with employees, candidates, customers, and executive leadership.
Safety
- Support company safety initiatives and comply with all company policies and procedures.
- Follow manufacturing facility safety requirements when entering production areas.
Additional Responsibilities
- Perform other duties as assigned and demonstrate flexibility to support changing business needs.
Qualifications
Education & Experience
- High School Diploma or GED required.
- Associate’s degree in Business Administration or related field preferred.
- Minimum of 3 years of receptionist, executive administrative, office management, or customer service experience preferred.
- Experience supporting executive leadership strongly preferred.
- Previous experience in manufacturing, industrial, construction, or engineering environments preferred.
Knowledge, Skills & Abilities
- Exceptional verbal and written communication skills.
- Excellent customer service and relationship-building skills.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams, PowerPoint).
- Ability to work independently and exercise sound judgment.
- Strong organizational skills with exceptional attention to detail.
- Ability to manage competing priorities and frequent interruptions.
- Professional presence and demeanor with all levels of the organization.
- Ability to maintain strict confidentiality.
- Strong problem-solving and critical-thinking abilities.
- Experience with HR systems, onboarding systems, or applicant tracking systems is a plus.
Must be able to successfully answer these Interview Questions …
First Impression & Professionalism
- Tell me about yourself and what interested you in this position with Confidential Company.
- Why are you looking to leave your current employer?
- What do you believe makes an exceptional front desk receptionist?
Manufacturing Environment
- Have you worked in a manufacturing, industrial, or construction environment before? If so, describe your experience.
- How would you balance maintaining professionalism in a busy manufacturing environment with frequent interruptions?
Multi-Tasking & Organization
- Tell me about a time when you had multiple urgent tasks at once. How did you prioritize them?
- Describe the busiest office environment you’ve worked in.
- How do you stay organized and ensure details do not fall through the cracks?
Executive Support
- Have you supported executive leadership before? What type of support did you provide?
- Tell me about a time when an executive requested something urgently. How did you handle it?
Customer Service & Communication
- Describe a difficult customer, visitor, or employee interaction and how you resolved it.
- How would you handle an upset visitor who insists on seeing a manager who is unavailable?
- This role requires interaction with employees, vendors, executives, and applicants. How do you adapt your communication style?
Confidentiality
- Tell me about a situation where you were entrusted with confidential information.
- How would you respond if an employee asked for information that you knew should remain confidential?
Recruiting & HR Support
- Have you assisted with onboarding, interview scheduling, or recruiting activities?
- What experience do you have working with HR records or personnel files?
- Describe your experience using ATS systems, HRIS systems, or onboarding software.
Technology Skills
- Rate your proficiency with Outlook, Excel, Word, Teams, and PowerPoint.
- Have you ever created reports, tracked information in Excel, or managed calendars for multiple leaders?
Cultural Fit
- Confidential Company is a family-oriented company with a fast-paced environment. What type of work culture helps you perform your best?
- What does teamwork mean to you?
- Why do you believe you would be successful in this position?
Behavioral Questions
- Tell me about a mistake you made at work and how you handled it.
- Describe a time you had to deal with constant interruptions while still meeting deadlines.
- Tell me about a time you went above and beyond for a customer or employee.
Closing Questions
- What are your salary expectations?
- If selected, when would you be available to start?
- Do you have any concerns about working onsite in a manufacturing environment?
- Why should Company hire you over other candidates?
Recommended Final Assessment Question:
“This position requires someone who can be the face of the company, support leadership, assist HR, manage confidential information, and handle multiple priorities simultaneously. Can you provide an example from your past experience where you successfully managed all of these responsibilities?”
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Retirement plan
- Vision insurance
Education:
Experience:
- Executive administrative support: 3 years (Required)
- Customer service: 3 years (Required)
- Manufacturing management: 3 years (Required)
- Office management: 3 years (Required)
Work Location: In person
