Job Title: Receptionist & Office Administrator

Qualifications:

• High school diploma or equivalent required; additional coursework or certification in office administration is highly desirable.
  

• Prior experience in a receptionist or administrative position is preferred.
  

• Exceptional written and verbal communication skills, with a friendly and professional demeanor.
  

• Proficiency in Microsoft Office Suite and scheduling software.
  

• Outstanding organizational abilities and keen attention to detail.

Working Conditions:

• The role may involve occasional lifting of heavy items.
  

• Expect extended periods of sitting or standing as part of daily tasks.

Responsibilities:
Front Desk & Visitor Management:

• Professionally handle and route incoming calls, ensuring timely support and accurate information.
  

• Greet and assist employees and visitors, responding to inquiries and facilitating sign-in/sign-out procedures.
  

• Issue visitor badges and notify staff of arrivals; provide temporary badges and manage the ordering of employee badges, holders, and lanyards.
  

• Schedule and coordinate conference room reservations, preventing booking conflicts and supporting staff with inventory maintenance and cleanliness.

Facilities & Equipment Oversight:

• Manage onsite Fitness Center operations, including equipment scheduling and servicing, as well as member record-keeping.
  

• Administer fleet vehicle usage and maintenance, keeping registration and service documentation current and ensuring equitable car access for employees.
  

• Serve as the ChargePoint Manager, overseeing the onsite EV charging station.

Administrative Support:

• Prepare outgoing correspondence and efficiently distribute incoming mail.
  

• Assist with ordering, setup, and catering for onsite meetings and events.
  

• Support new employee onboarding by creating badges, assigning access, and updating administrative records.

Office & Supply Maintenance:

• Procure and maintain essential office, printer, kitchen, and general supplies, with possible in-store visits for urgent purchases.
  

• Keep mailroom and lunchroom stocked; monitor and replenish supplies as needed.
  

• Coordinate maintenance and restocking of vending machines, first aid kits, and outdoor planters with the appropriate vendors.

Record-Keeping & Reporting:

• Maintain and update Master Lists for Aftermarket contacts, ensuring all information is accurate and complete.
  

• Generate reports, distribute certificates, resolve mailing issues, and ensure prompt follow-up.
  

• Scan and archive necessary documents such as expense receipts and Safety Data Sheets.
  

• Submit work requests or tickets for malfunctioning office equipment.

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