Reception and Administrative Operations Specialist

Reception & Administrative Operations Specialist

The Reception & Administrative Operations Specialist manages the front desk at corporate headquarters and serves as a central hub for daily operations. Operating at the center of corporate communications, sales support, operational logistics, and executive-level coordination, this role requires exceptional attention to detail, strong business acumen, and the ability to learn and retain extensive product, personnel, and departmental knowledge in a technically diverse, globally connected environment. This highly visible position represents the organization at its public front line while coordinating complex, high-volume information across multiple divisions and product lines. Success in the role demands professionalism, independent judgment, consistent accuracy, and a proactive, customer-focused approach.

Essential Responsibilities

• Serve as the primary receptionist by greeting visitors, managing sign-ins, distributing badges, and maintaining a professional and secure lobby environment.
• Manage inbound calls through Zoom Phone, route inquiries to appropriate departments, and oversee general email inbox and web contact form communications.
• Coordinate visitor vetting, interview arrivals, and new hire onboarding notifications with HR and management.
• Manage calendars, conference rooms, and meeting logistics in Microsoft Outlook, including recurring meetings, room reservations, and A/V coordination.
• Coordinate weekly machine demonstrations and onsite events, including scheduling, logistics, room setup, and communication with stakeholders.
• Maintain conference room readiness, meeting signage, and collaboration supplies; coordinate with Facilities and IT as needed.
• Process and distribute incoming mail and prepare domestic and international shipments, including documentation and tracking updates.
• Manage sales lead distribution across divisions, ensure complete information, and support CRM data accuracy.
• Operate production printers for sales literature, maintain inventory of printed materials, and support trade show preparation.
• Maintain office supply inventory, manage vendor orders, and assist with purchasing through Microsoft Dynamics AX or similar ERP systems.
• Maintain administrative procedures, internal directories, and documentation to ensure accurate and up-to-date operational processes.
• Other duties as assigned

Knowledge, Skills and Abilities

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• High-level professionalism with strong interpersonal skills and discretion in a visible role.
• Precision and consistency in routing, documentation, and scheduling.
• Ability to quickly learn complex products, organizational structures, and workflows.
• Clear, professional communication (phone, email, and in person).
• Proven prioritization, volume management, and sound decision-making under time pressure.
• Proficiency in Microsoft Office; familiarity with VoIP phone systems (Zoom Phone), Salesforce, and Microsoft Dynamics AX preferred.

Education and Experience

• 57+ years of advanced administrative and/or front-office experience in a corporate environment required.
• Experience supporting multi-division operations and a headquarters-level front office strongly preferred.
• Experience with CRM (Salesforce), ERP (Microsoft Dynamics AX or similar), and production/digital press equipment (Konica Minolta/Xerox; Fiery Command WorkStation) a plus.
• Associate or bachelor's degree preferred.
• Demonstrated ability to handle confidential information and time-sensitive tasks with accuracy.

Working Conditions

Job operates mainly indoors but is exposed to generally consistent conditions, such as regulated air conditioning and heating. This job also works near a machinery showroom, which may generate some noises such as objects hitting the floor and creating a sound, forklift movement and other occasional short term noises.

Physical Requirements

This job requires prolonged periods of sitting at a desk and working on a computer. Repetitive use of the hands and typing are required. Requires frequent lifting of 1-10 pounds and occasional 11-25 pounds with infrequent lifting of 25 or more. Must be able to access and navigate each department at the organization's facilities.

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.