Team Resources Receptionist

Job Description

Job Description

Job Summary:

The TR Receptionist serves as the first point of contact for employees, visitors, and candidates, delivering prompt, efficient, and courteous service to all IMMI/UHL team members and guests. This hybrid role combines front-desk responsibilities with administrative and Team Resources support to ensure a seamless and professional experience.

This role plays a key role in maintaining a welcoming and organized environment, while also handling a variety of administrative tasks that support HR operations. In addition to providing exceptional customer service, they proactively identify and suggest process improvements to enhance efficiency and streamline operations without compromising service quality or professionalism.

Primary Duties and Responsibilities:

• Greet and assist visitors, ensuring they are properly signed in and connected with the appropriate IMMI team member.
• Answer incoming calls, route them appropriately, take messages, and respond to general inquiries.
• Maintain a clean, professional, and welcoming reception area.
• Log visitor information and issue badges or passes as required.
• Update EZ Text software with new team members’ information.
• Assisting with DTM travel.
• Create flyers and visual materials for events using Canva.
• Receive, sort, and distribute incoming mail and packages.
• Assist with organizing and maintaining TR records, both electronic and physical.
• Perform administrative tasks such as filing, photocopying, scanning, and data entry.
• Distribute internal HR communications, such as memos, policy updates, and event announcements.
• Order office supplies and track inventory levels.
• Assist with compliance-related documentation and postings (e.g., EEO notices, labor law updates).
• Exercise discretion and sound judgment when handling sensitive or confidential information, aligning with IMMI’s values and mission.
• Represent IMMI with professionalism, integrity, and courtesy in all in-person and electronic interactions.
• Provide additional administrative support to Team Resources team or other departments as needed.

Skills & Qualifications:

Required:

• Excellent written and verbal communication skills
• Excellent customer service and people centric attitude
• A warm, welcoming presence
• Working knowledge of Microsoft Office products
• Ability to multitask
• A desire to serve and support others

Preferred:

• HRIS Systems (ADP)
• Postage/Mail Management Systems (e.g., Pitney Bowes)

Required Tools:

• Multi-line phone system (for handling inbound and outbound calls)
• Canva (for creating basic flyers or communication materials)
• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

• Email and calendar software (Outlook or equivalent)
• Visitor management system (for logging guests and issuing badges)

Reporting Structure:

Reports to: Team Resources Generalist

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift upto50pounds occasionally.
• Ability to visually inspect and interpret designs on screen and in print.
• Use of functional Core Tools

Working Conditions/Environment:

• This work is deadline-oriented, requires multitasking, fluctuating work schedule, and flexibility within the workday.
• Frequent use of a computer and other office equipment is necessary.
• Requires the ability for close vision, distance vision and depth perception.
• Requires working and interacting with others, both in person and through phone, electronic, and written correspondence, and the ability to listen effectively, communicate clearly, maintain attention to detail, and perform focused work.

Location:

• Westfield, IN

Compensation Classification:

FLSA Status: Non-Exempt (subject to review based on actual job duties and compensation)