Position Summary: Provides administrative support by professionally greeting and assisting customers, manufacturers, co-workers, and visitors. Ensures the office environment is safe, functional, and well-maintained by overseeing service providers and supporting general administrative needs. Operates under general supervision while demonstrating strong verbal communication skills, the ability to multitask effectively, and sound judgment in decision-making.
Position Responsibilities:
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Answer and manage all incoming phone calls in a professional and courteous manner
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Greet customers, visitors, vendors, and staff in person and by phone; determine purpose of visit and direct or escort accordingly
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Maintain a clean, organized, and professional front desk, waiting area, and breakroom
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Coordinate and schedule meeting spaces and reserve equipment for meetings and events
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Manage incoming and outgoing mail, including sorting, distributing, and preparing shipments and courier deliveries
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Order and maintain inventory of office supplies on a weekly basis
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Maintain an up-to-date record of staff whereabouts and availability
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Responsible for greeting all customers, manufacturers, co-workers, and visitors both in person and on the phone
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Receive and log all package deliveries
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Manage manufacturer sales samples, including organization and tracking of finish and material samples
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Coordinate office operations, including scheduling and oversight of maintenance vendors (e.g., pest control, landscaping, security, utilities)
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Schedule routine services and respond to urgent maintenance issues, ensuring timely resolution
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Perform light data entry and administrative support tasks as needed
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Other duties as assigned by manager
Essential Skills:
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High school diploma or equivalent required
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Previous experience in office management, facilities coordination, or administrative support preferred
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Strong written and verbal communication skills
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Ability to multitask, prioritize tasks, and demonstrate sound judgment
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Ability to manage workload effectively in a fast-paced environment
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Basic proficiency in Microsoft Office applications (Word, Excel, Outlook)
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Knowledge of administrative and clerical procedures and systems, managing files and records, designing forms, and other office procedures and terminology
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Ability to operate standard office equipment (e.g., copiers, fax machines, phone systems) and coordinate repairs as needed
