Receptionist / Office Admin

Position:

Receptionist/Office Admin

Reports To

HR Manager

Department:

Operations

FLSA Status:

Non Exempt

Position Purpose

The Receptionist serves as the first point of contact for visitors, vendors, and employees. This role is responsible for managing the front desk, maintaining a professional environment, and providing administrative support to ensure efficient daily operations. The ideal candidate is personable, organized, dependable, and able to handle a fast-paced environment with professionalism

Key Specific Responsibilities:

Front Desk & Guest Services

Greet and assist visitors, employees, and vendors in a friendly and professional manner.

Answer, screen, and route incoming calls; take accurate messages as needed.

Maintain visitor logs, issue badges, and ensure compliance with facility security protocols.

Monitor front lobby traffic and maintain a clean, organized reception area from 7am-4pm

Administrative Support

Sort and distribute incoming mail; prepare and send outgoing mail and packages.

Manage shared calendars, conference room reservations, and companywide announcements when needed.

Assist with data entry, filing, scanning, and maintaining electronic and physical records.

Prepare documents, labels, sign-in sheets, and basic reports as requested.

Support HR and Operations with administrative tasks (e.g., onboarding packets, attendance, scheduling, meeting prep, clean and prepare lockers/boots,etc.).

Food Distribution up to 5 days per week (Ice cream, popcorn, food, etc.)

Clean up food after distribution

Assist in scheduling monthly employee engagement situations

Customer & Employee Assistance

Provide accurate information regarding company procedures and general inquiries.

Direct employees to appropriate contacts or departments for support.

Coordinate with departments to ensure visitors and vendors are received timely and appropriately.

Office Coordination

Monitor and order office supplies for the reception area and shared spaces.

Maintain and schedule basic upkeep of office equipment (printers, fax, phones).

Assist in preparing for company events, meetings, and training sessions when requested.

Notify appropriate personnel of facility or maintenance needs observed at the front desk.

Physical Requirements

Ability to sit, stand, walk, and move throughout the front office and building for extended periods.

Ability to lift up to 40 lbs. daily (e.g., office supplies, packages)

Must be able to maintain focus and composure in a busy lobby environment.

Work Environment

Standard office environment within a manufacturing facility.

Frequent interaction with employees, guests, and vendors.

May support multiple departments with varying priorities throughout the day.

Qualifications for Position

High School Diploma/GED required

Experience supporting multiple departments or managers preferred

Excellent written and verbal communication skills

Strong organizational and time management skills

Ability to maintain confidentiality with sensitive information

Strong customer service and interpersonal skill

Supervision

None

Measurements of Performance:

Confidentiality & Professionalism: Maintains discretion and handles sensitive information appropriately.

Administrative Accuracy: Completes data entry, reports, and documentation with a high level of accuracy and minimal errors.

Timeliness of Tasks: Administrative tasks, reports, and requests are completed within established deadlines.

Organization of Office Operations: Maintains organized filing systems (physical and electronic) that allow for easy access to documents.

Communication Effectiveness: Provides clear, professional communication with employees, management, vendors, and visitors.

Responsiveness: Responds to emails, calls, and internal requests in a timely and professional manner.

Support to Departments: Effectively assists leadership and departments with scheduling, documentation, and administrative needs.

Attendance & Reliability: Demonstrates consistent attendance and dependability in supporting office functions.

Travel Requirements:

Overnight Travel - not required

Overnight Travel - sporadic - required

Overnight Travel - 20% or greater - required

Overnight Travel - valid passport required for international travel