Administrative Assistant Reception

Administrative Assistant Reception

This role provides comprehensive administrative support across sales, marketing, quality, and general office processes and systems, while serving as the first point of contact for visitors and callers at a laboratory and office location. The position handles a variety of clerical and organisational tasks, supports CRM and reporting activities, and manages front-of-house reception duties, including greeting guests and maintaining a professional, welcoming environment. Some responsibilities may involve handling sensitive or confidential information, requiring discretion and a high level of integrity.

Responsibilities

• Greet visitors upon arrival at the laboratory and office, ensure they are welcomed professionally, and manage on-site visitor logging and pass issuance when required.
• Answer incoming telephone calls, determine the purpose of the call, and forward callers to the appropriate personnel or department in a timely and courteous manner.
• Retrieve messages from voicemail and promptly forward them to the relevant team members.
• Provide callers and visitors with accurate information about the organisation, including address, directions, and other general enquiries.
• Support CRM (INFOR) sales activities for the internal sales team, including accurate data entry and assistance with training documentation and support materials.
• Create, edit, and verify the accuracy of sales and marketing reports by pulling data from multiple sources and ensuring information is clearly presented.
• Assist with quality system documentation requirements, including editing documents, maintaining data storage and organisation, and updating records as needed.
• Maintain calendars, schedule appointments, and coordinate meeting room bookings to support efficient use of office space and resources.
• Receive, sort, and route incoming mail, and manage the distribution and routing of publications throughout the office.
• Use Microsoft Office 365 applications to prepare correspondence, reports, and other documents, ensuring a high standard of presentation and accuracy.
• Operate office equipment such as photocopiers, scanners, and fax machines, and coordinate servicing or maintenance of equipment when necessary.
• Act as the main point of contact for office and kitchen supplies, including monitoring stock levels and placing orders as required.
• Coordinate food orders and logistics for on-site events and meetings, ensuring arrangements are in place and delivered as planned.
• Monitor and ensure appropriate coverage of front door access through security systems, supporting a safe and secure workplace.
• Handle clerical duties and general administrative tasks as needed to support smooth day-to-day office operations.
• Maintain confidentiality when dealing with sensitive or confidential information, following organisational policies and procedures.
• Support safety and security procedures, including following guidance from the safety officer and occasionally leading safety and security practices when required.

Essential Skills

• Proven experience in administrative support, including handling a variety of clerical and office tasks.
• Strong data entry skills with a focus on accuracy and attention to detail.
• Demonstrated customer service skills, including managing difficult or emotional situations and responding promptly to customer needs.
• Proficiency in Microsoft Office 365 applications, including creating correspondence, reports, and other documents.
• Ability to operate and troubleshoot standard office equipment such as photocopiers, scanners, and fax machines.
• Excellent verbal and written communication skills, including the ability to listen actively, seek clarification, and write clearly and informatively.
• Strong organisational and planning abilities, with the capacity to prioritise and plan work activities and use time efficiently.
• High level of professionalism, treating others with respect and consideration regardless of their status or position, and following through on commitments.
• Reliability and dependability, consistently following instructions and responding appropriately to direction.
• Consistent attendance and punctuality, being reliably at work and on time.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Team-oriented mindset, contributing to a positive team spirit and supporting others' efforts to succeed.

Additional Skills & Qualifications

• Strong ethical standards, treating people with respect, keeping commitments, working with integrity, and upholding organisational values.
• Demonstrated attention to detail in design, layout, and document preparation.
• Basic project management skills, including communicating changes and progress clearly to relevant stakeholders.
• Experience supporting organisational goals and values, including following policies and procedures and completing administrative tasks correctly and on time.
• Commitment to supporting diversity and inclusive practices within the workplace.
• Initiative and a proactive approach, volunteering readily, seeking increased responsibilities, and asking for or offering help when needed.
• Ability to balance team and individual responsibilities, putting the success of the team above personal interests.
• Comfort working within a safety-conscious environment and supporting safety and security procedures led by a safety officer.
• General understanding of CRM systems such as INFOR, with the ability to support training and documentation (experience with INFOR is an advantage).

Why Work Here?

This role offers the opportunity to work in a professional and collaborative environment where ethical behaviour, respect, and teamwork are highly valued. You will be part of a supportive culture that encourages initiative, personal responsibility, and continuous improvement in office processes. The organisation promotes clear communication, dependable performance, and mutual support, creating a workplace where contributions are recognised and individuals can develop their skills across administration, customer service, and office coordination.

Work Environment

The role is based in a combined laboratory and office setting, providing a professional front-of-house environment with regular interaction with visitors, callers, and internal teams. The work involves standard office conditions, including the use of Microsoft Office 365 and typical office equipment such as photocopiers, scanners, and fax machines. While performing duties, there may be occasional exposure to fumes or airborne particles associated with the laboratory environment, and the noise level is usually moderate. The position requires adherence to safety and security procedures, including coordination with security systems for front door access. Dress is expected to be professional and appropriate for a reception and office-based role, reflecting the need to present a welcoming and businesslike image to visitors and colleagues.

Job Type & Location

This is a Contract position based out of Akron, OH.

Pay and Benefits

The pay range for this position is $21.00 - $25.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Akron, OH.

Application Deadline

This position is anticipated to close on Aug 5, 2026.