Job Purpose
The Receptionist and Recruiting Coordinator serves as the first point of contact for visitors, clients, candidates, and employees, ensuring a professional, welcoming, and efficient experience. This position provides front desk reception services while supporting recruitment and talent acquisition activities. The role is responsible for managing reception operations, maintaining candidate communications, supporting hiring processes, and providing administrative assistance to the Corporate Services, Human Resources and Talent Acquisition teams.
Company Description
Progress Rail stands at the intersection of legacy and innovation—driving the future of rail with a pioneering spirit. Since its founding in 1983, the company has grown to become one of the world’s largest and most trusted providers of railroad products, services, and technologies. Today, Progress Rail delivers a comprehensive portfolio of cost-effective solutions to railway customers around the globe. From the rails themselves to the EMD® locomotives that ride them, the company’s products are in operation across more than 100 countries—powering progress and connecting communities. In 2006, Progress Rail joined Caterpillar Inc., further strengthening its ability to lead the rail industry with cutting-edge technology, unmatched expertise, and a commitment to excellence. At Progress Rail, the team is not just building the future of rail—they are making history every day.
Key Job Elements
- Serve as the first point of contact for visitors, clients, candidates, and employees by providing professional, welcoming, and customer-focused experience.
- Welcome and direct visitors and candidates to the appropriate person, office, or meeting location.
- Answer, screen, and route incoming telephone calls and respond to inquiries in person, by phone, and via email.
- Receive, sort, and distribute incoming mail, packages, and deliveries.
- Ensure the reception area remains clean, organized, secure, and stocked with necessary office supplies and materials.
- Follow established safety and security procedures, including monitoring visitor access and maintaining visitor records.
- Perform clerical and administrative duties including filing, photocopying, scanning, faxing, data entry, report preparation, and document management.
- Work closely with recruiting staff to support recruitment operations and ensure efficient hiring processes.
- Maintain ongoing communication with new hire candidates throughout the onboard screenings process, providing timely updates and ensuring a positive candidate experience.
- Maintain accurate candidate, employee, and administrative records within Applicant Tracking Systems (ATS) and other databases while ensuring confidentiality of sensitive information.
- Assign corporate and professional requisitions to recruiters and assist with monitoring recruitment activity and hiring progress.
- Work with selected candidates throughout the onboarding process, including coordinating background checks, health screenings, drug screenings, onboarding documentation, and new hire requirements.
- Reconcile invoices and prepare documentation for remittance and payment in accordance with organizational policies and procedures.
- Maintain monthly reporting of key performance indicators (KPIs) and recruitment metrics, ensuring accuracy and timely submission.
- Assist with identifying and implementing improvements to recruitment, onboarding, and administrative processes to increase efficiency and effectiveness.
- Serve as a resource to recruiters, hiring managers, and department leaders by providing recruitment-related information, status updates, and administrative support.
Education / Training
- High school diploma or equivalent required.
- Associate's degree in Human Resources, Business Administration, or a related field preferred.
- Two (2) years of experience in reception, administrative support, customer service, recruiting, human resources, or a related field preferred.
- Ability to utilize computers, Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams), and other office software applications.
- Ability to learn and effectively utilize Applicant Tracking Systems (ATS), Human Resources Information Systems (HRIS), and other business applications.
- Proficiency in using office equipment and software, including multi-line phone systems, copiers, scanners, printers, and related technologies.
Qualifications and Experience
- Detail-oriented and thorough in completing work tasks with a high degree of accuracy.
- Honest and ethical in handling responsibilities and confidential information.
- Reliable, responsible, and dependable with a commitment to fulfilling obligations and meeting deadlines.
- Strong ability to provide excellent customer service and create a positive experience for visitors, candidates, and employees.
- Effective verbal and written communication skills.
- Ability to interact professionally and effectively with clients, visitors, candidates, staff, management, and external partners.
- Strong organizational skills with the ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
- Confidential and organized with the ability to maintain accurate, up-to-date records and reports.
- Ability to work independently and collaboratively as a member of a team.
- Strong problem-solving skills and the ability to exercise sound judgment when handling sensitive situations and information.
Essential and Physical Activities Functions
- Strength – Must be able to lift 35 lbs;
- Motion – The position spends the majority of time in an office setting, at desk utilizing office equipment.
- Vision/Hearing Requirements – May spend long periods of time in front of computer screen. Will work with groups and in committees. Works with detailed policies and procedures;
- Work Environment – Work in temperature-controlled environment in most situations;
- Emotional Demands – Must have good communications and conflict resolution skills;
- Safety – Is not a safety sensitive position. Most be capable of following and adhering to safety policies and procedures and utilize all PPE.
Benefits
Compensation and benefits offered may vary depending on multiple individualized factors, job level, market location, job-related knowledge, skills, individual performance, and experience. Please note that salary is only one component of total compensation at Progress Rail.**
- Competitive Salary
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401(k) plan with up to 6% company match (no waiting period with immediate vesting)
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Medical/Dental/Vision/Life/Disability Insurance
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Supplemental Accident, Critical Care, and Hospital Insurance available along with an HDHP and HSA with seed money
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Flexible Spending Accounts
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Paid Vacation
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Paid Holidays
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Paid Time-Off (PTO)
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Employee Assistance Plan
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Education Assistance Program
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Employee Recognition Programs
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Site specific Production and Incentive Plans
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Site specific Step and Skill Level Wage Adjustment Plans
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Site Specific Relocation and Sign-on Bonus Programs
- Benefits eligibility varies by job position, full-time/part-time and regular/temporary status. The provisions of the plan documents control such benefits.
**Subject to position, eligibility, and plan guidelines.EEO
Progress Rail is an Equal Opportunity Employer, including Veterans and Individuals with Disabilities.
Job Category
Administrative / Support / Communications
PRS Facility Location
Albertville, AL (PRSC Corp HQ) - 001
