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