Receptionist/Administrative Assistant

Job Description

Job Description

Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m.
Location: On-site
Reports to: HR Manager (and supports Executive Team)

Allied Electric Sign & Awning Co. exists to Bring Brands to Life. With over 30 years of experience in sign and awning design, fabrication, installation, and service, we are recognized as one of the safest and most reputable employers in the industry. We are growing and looking for high-quality, motivated individuals to join our team.

As the first point of contact for the company, the Receptionist/Admin Assistant plays a key role in maintaining a clean, organized front office experience. This position provides daily receptionist coverage, basic office upkeep, schedule coordination, event planning, and light administrative support to the HR and Management Teams.

This role is ideal for someone who is friendly, detail-oriented, highly reliable, and comfortable handling multiple tasks with professionalism. They are committed to creating a positive, polished workplace experience for employees and visitors.

Front Desk & Guest Experience (Primary Duties)

• Greet visitors, candidates, and guests with warmth and professionalism.

• Answer and route phone calls; respond to general inquiry emails.

• Maintain a clean, organized, and always guest-ready lobby and front desk area.

• Manage visitor sign-in and hospitality (beverages, directions, room prep).

• Assist with conference room reservations and ensure rooms are tidy and reset after meetings.

• Handle incoming/outgoing mail, packages, and deliveries.

• Provide consistent front-desk coverage with punctuality and reliability.

Office Upkeep and Support

• Support general cleanliness of shared spaces, including the lobby, hallways, conference rooms, and breakroom.

• Clean and maintain the breakroom throughout the day (wipe counters, restock supplies, tidy coffee area, remove trash from tables, etc.). Although custodial services visit regularly, the breakroom and shared spaces must remain clean and guest-ready at all times.

• Perform monthly refrigerator clean-outs, removing expired food, wiping down shelves, and communicating expectations for food storage to staff.

• Conduct morning and afternoon office space walkthroughs to ensure all shared areas are presentable, decluttered, and free of debris or safety hazards.

• Order, replenish, and track all office, breakroom, and cleaning supplies; maintain organized supply storage and prevent stock-outs or overordering.

• Maintain the master office calendar for the Executive Team and events.

• Perform quick office errands, including mail collection, PO Box runs & supply runs on occasion

• Maintain neat and organized office supplies

Events, Culture & Hospitality

• Coordinate hospitality gestures for life events, including bereavement flowers, new baby gifts, and marriage celebrations.

• Support and distribute company swag

• Plan monthly Birthday Bash and Town Hall meetings.

• Assist with meetings and event set-ups, refreshments, and event space preparation.

Executive & Administrative Support (Light)

• Assist the Executive & Management Teams with small administrative tasks, including but not limited to: printing packets, creating binders, organizing documents, data entry, travel arrangements, and basic scheduling.

• Create simple internal communications for closures, announcements, and events using Canva & Google Suite.

• Maintain and update the lobby digital signage and office message boards with company announcements, employee highlights, and project updates.

• Maintain the primary office schedule related to meeting space, internal activities, and shared calendar items.

Recruiting Support (Logistical Only)

This role provides logistical support only for the recruiting process and does not participate in HR decision-making, employee relations, confidential HR matters, or any HR administrative processing.

• Screen incoming applications and resumes for basic qualifications according to the criteria provided by HR.

• Schedule phone screens or interviews at the direction of the HR Manager.

• Organize welcome swag, new hire desk setups, and workstation readiness for first-day arrivals.

• Assist with orientation tasks.

Finance & Budget Support

• Scan checks for deposit and route confirmations to appropriate team members.

• Assist with small tasks from our AR/AP team, as needed

• 2-3+ years of experience in reception, administrative support, or related customer-facing roles

• Strong communication skills and a friendly, professional demeanor.

• Strong planning and organizational skills with the ability to manage multiple priorities simultaneously.

• Excellent reliability and punctuality (consistent front desk coverage is essential)

• Proficiency in Google Workspace; comfort with spreadsheets, slides, and basic digital communication tools.

• Canva or similar tool experience is a plus (training will be provided)

• Familiarity with LinkedIn/Instagram/Facebook for light business posting is preferred.

• Valid driver’s license and reliable transportation for errands.

• Ability to lift/move up to 25 lbs (chairs, supplies, cases of beverages).

• Professional, friendly communication style and strong customer service mindset.

• Warm, polished communication and guest service.

• Strong ownership of office cleanliness, appearance, and readiness.

• Vendor and event coordination experience.

• Detail-oriented time management, organization, and follow-through.

• Ability to create repeatable processes and maintain systems.

• Discretion when supporting executives.

• Calm, proactive problem-solver.

• The front desk is consistently covered, welcoming, and professional.

• Phones are answered promptly and messages are detailed

• Shared spaces remain clean, tidy, and guest-ready throughout the day.

• Monthly fridge clean-outs are completed on schedule.

• The primary office calendar is accurate and up to date.

• Recruiting logistics (scheduling, resume review) are handled quickly and accurately.

• Executive support tasks are completed with accuracy and timely communication.

• Lobby signage and message boards remain current and visually clear.

• Asks for clarification on projects and deadlines and communicates updates in a timely manner.

• Full-time, on-site position, 8:00 am - 5:00 pm

• Occasional early mornings and One Saturday a year for our holiday event

• Requires regular walking, standing, and lifting of moderate weight.

• Includes periodic driving for errands.

Allied Electric Sign & Awning Co. offers a comprehensive benefits package, including:

• 8 Paid Holidays

• 40 Hours of PTO (with additional PTO available based on tenure and policy)

• Company-Paid Life Insurance

• 401(k) with 25% Company Match

• Health Insurance via PeopleKeep ICHRA (flexible reimbursement for employee-selected plans)

We prioritize safety, compliance, and trust. All final candidates must complete a background check. Allied Electric Sign & Awning follows Fair Chance hiring practices; a conviction does not automatically disqualify a candidate.

We are an equal opportunity employer and value diversity. All employment decisions are based on qualifications, merit, and business needs.