Reception & Office Administrative Coordinator

Job Description

Job Description

Receptionist & Administrative Assistant

Summary

The Receptionist & Administrative Assistant serves as the first point of contact for visitors, employees, vendors, contractors, and callers at our manufacturing facility and corporate office. This position is responsible for creating a professional, welcoming environment while managing front desk operations, visitor control, communications, and general administrative support.

The Receptionist plays a key role in maintaining efficient office operations, supporting internal departments, and ensuring a positive experience for all guests and employees.

Key Responsibilities

Front Desk & Visitor Management (50%)

• Greet and assist visitors, customers, vendors, contractors, and employees in a professional and friendly manner.
• Manage visitor sign-in procedures, security protocols, and visitor badges.
• Notify employees of guest arrivals and coordinate visitor access as required.
• Maintain reception and lobby areas to ensure a clean, organized, and professional appearance.
• Serve as the primary point of contact for general inquiries.

Telephone & Communications Management (20%)

• Answer, screen, and route incoming telephone calls promptly and professionally.
• Respond to general inquiries and direct requests to the appropriate department.
• Monitor and distribute incoming emails received through general company mailboxes when applicable.

Administrative & Office Coordination (30%)

• Provide administrative support to plant leadership, Human Resources, and other departments as needed.
• Maintain office records, filing systems, and data entry processes.
• Schedule conference rooms and support meeting logistics.
• Receive, sort, and distribute incoming mail and packages; coordinate outgoing shipments and courier services.

• Manage office, breakroom, and administrative supply inventories and place orders as needed.
• Coordinate with office vendors, service providers, and support partners to ensure efficient day-to-day operations.
• Support company meetings, employee events, and special projects.
• Assist with basic onboarding activities, including visitor processing for new hires.

Education

High School Diploma or GED required.

Associate Degree in Business Administration or related field preferred.

Experience

Minimum of 5 year of receptionist, front desk, customer service, or administrative support experience.

Experience in a manufacturing, industrial, and corporate office environment preferred.

Skills

Demonstrates a high level of rigor, accuracy, and attention to detail in all work activities.

Customer-service oriented

Professional and welcoming demeanor

Strong communicator

Organized and dependable

Comfortable interacting with all levels of the organization

Effective in a manufacturing and office environment simultaneously

Success Factors

Provides a welcoming and professional experience for all visitors and callers.

Maintains efficient front desk and communication operations.

Ensures accurate visitor management and adherence to facility security procedures.

Demonstrates strong organization, dependability, and responsiveness.

Supports smooth day-to-day operations across both the manufacturing facility and corporate office.

Builds positive relationships with employees, customers, vendors, and visitors.