Receptionist / Administrative Assistant - Operations

Job Description

Job Description

About the Role

The Receptionist / Administrative Assistant – Operations serves as the first point of contact for employees, visitors, customers, vendors, and other guests at our Northbrook, IL location. This role provides a professional and welcoming experience while supporting the day-to-day administrative needs of the Operations team.

In addition to reception responsibilities, this position provides administrative, mailroom, employee support, and coordination assistance across the Operations organization. The ideal candidate is organized, dependable, customer-focused, and comfortable managing multiple priorities in a fast-paced manufacturing environment.

What You’ll DoReception & Front Desk

• Open and close the front reception desk according to posted business hours.
• Greet and assist visitors, customers, vendors, and other guests in a professional and welcoming manner.
• Ensure required visitor sign-in and security information is completed.
• Create visitor welcome signs and make PA announcements as needed.
• Maintain front desk security procedures, including monitoring visitor logs and issuing visitor badges.
• Support employee and temporary staff badge assignment.
• Serve as a helpful resource for employees and visitors while maintaining a professional front-office environment.

Administrative Support

• Manage payroll-related administrative activities for temporary employees, including running temporary employee roster reports as needed.
• Schedule and coordinate manufacturing tours.
• Assist employees with expense reporting.
• Provide travel arrangement and logistics support for employees and leaders.
• Assist with logistics for Schools Sharpening events.
• Coordinate monthly employee update meetings, including scheduling, gathering information, and compiling presentation materials.
• Manage employee safety eyeglasses and safety shoe programs.
• Coordinate floral arrangements, as needed, for employee hospitalization, bereavement, special occasions, and other appropriate circumstances.
• Assist with the coordination of employee events, celebrations, and engagement activities.
• Manage locker assignments and building badge assignments.
• Provide backup administrative support to other Administrative Assistants as needed to ensure continuity of departmental operations.
• Maintain accurate administrative records and reports.
• Provide general administrative support to the Operations team and complete other duties as assigned.

Mailroom Support

• Sort and distribute inter-office and U.S. mail, as well as UPS and FedEx packages.
• Distribute and mail sales representative correspondence and materials on a bi-weekly basis.
• Prepare and distribute special promotional materials as needed.
• Maintain employee mailbox assignments and update mailbox slots for new hires and separated employees.
• Maintain mailroom supplies, including inventorying, ordering, and restocking supplies.

What You BringRequired Qualifications

• High school diploma or GED.
• 2–4 years of administrative, receptionist, office support, or related experience.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint .
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities while maintaining confidentiality and professionalism.
• Ability to interact effectively with employees, visitors, vendors, and leadership at all levels.
• Ability to work independently, prioritize assignments, and follow through with minimal supervision.
• Strong problem-solving and critical-thinking skills.
• Ability to maintain regular and reliable attendance and work occasional overtime based on business needs.
• Ability to comply with all company safety, quality, and security policies while working in a manufacturing environment.

Preferred Qualifications

• Experience supporting manufacturing, operations, engineering, supply chain, or production leadership .
• Experience with ERP systems; SAP experience preferred .
• Experience with ADP, Microsoft Teams , or similar business applications.
• Experience coordinating meetings, calendars, travel, and departmental events.
• Experience maintaining records, preparing reports, and processing purchase requisitions or invoices.
• Experience working in a regulated manufacturing environment; medical device experience preferred .
• Bilingual English/Spanish preferred.

What Success Looks Like

The successful candidate is a highly organized and dependable professional who takes ownership of the front-office experience and provides responsive administrative support to the Operations team. You are comfortable interacting with people at all levels, managing competing priorities, handling confidential information, and finding solutions when needs arise.

You demonstrate accountability, teamwork, adaptability, customer focus, and a commitment to continuous improvement in everything you do.

Why Join Us?

This is an opportunity to play a key role in supporting our Chicagoland Operations team. You’ll have visibility across the organization, interact with employees and leaders at all levels, and contribute to the smooth and professional operation of our facility every day.