Title: Receptionist/Administrative Assistant
Status: Full-Time, Non-Exempt
Reports To: Human Resources Department
Position Summary
The Receptionist/Administrative Assistant serves as the first point of contact for visitors, vendors, and callers while providing professional front desk and administrative support. This role performs a variety of administrative, clerical, basic accounting, and human resources support functions to help ensure efficient daily operations across multiple departments.
The ideal candidate is highly organized, detail-oriented, customer-focused, and able to maintain professionalism while managing multiple priorities in a fast-paced environment.
Essential Responsibilities
Front Desk & Reception
- Welcome visitors, vendors, contractors, and guests in a professional and courteous manner.
- Notify employees of visitor arrivals.
- Answer and direct incoming telephone calls using professional etiquette.
- Route messages accurately and promptly.
- Issue, track, collect, and sanitize visitor badges.
- Verify incoming deliveries and notify recipients.
- Maintain and update internal employee contact directories.
Mail & Shipping
- Receive, sort, and distribute incoming mail.
- Prepare and process outgoing mail and shipments.
- Coordinate courier services and package pickups.
- Receive and distribute incoming packages.
- Complete occasional post office runs as needed.
Office Supplies & Inventory
- Monitor inventory levels for office, kitchen, and workplace supplies.
- Order supplies while maintaining cost awareness.
- Distribute supplies to departments as needed.
- Review supply invoices for accuracy and proper coding.
Administrative & Financial Support
- Prepare and distribute customer invoices accurately and in a timely manner.
- Process billing transactions in accordance with company procedures.
- Maintain accurate billing records and assist with account reconciliations.
- Perform data entry while maintaining a high level of accuracy.
- Support document management and recordkeeping.
Office Operations
- Maintain clean, organized, and professional reception, conference rooms, and common areas.
- Coordinate meeting room schedules and reservations.
- Arrange catering and meal orders for meetings and special events.
- Maintain company key and access control records.
- Issue and manage employee identification badges.
- Assist with maintaining administrative procedures and standard operating documentation.
Human Resources Support
- Assist with new hire onboarding logistics and orientation preparation.
- Coordinate ordering of onboarding materials and supplies.
- Provide administrative support to the Human Resources team.
- Maintain confidentiality when handling employee information.
General Administrative Support
- Provide administrative support to leadership and multiple departments.
- Assist with special projects and company initiatives.
- Perform additional duties as assigned.
Qualifications
Education
- Associate's Degree preferred.
- Bachelor's Degree is a plus.
Experience & Skills
- Previous administrative, receptionist, or office support experience preferred.
- Excellent verbal and written communication skills.
- Professional appearance and customer service skills.
- Strong organizational and time management abilities.
- Proficiency with Microsoft Office Suite, particularly Excel, Outlook, Word, and Teams.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality and exercise sound judgment.
- Comfortable working independently and collaboratively.
Physical Requirements
- Prolonged periods of sitting, standing, and walking.
- Ability to use computers, telephones, and standard office equipment.
- Frequent reaching, handling, and keyboard use.
- Ability to occasionally lift and carry items weighing up to 25 pounds.
Disclaimer
This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Management reserves the right to modify or assign additional responsibilities as business needs require.
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Work Location: In person
