Receptionist and Administrative Assistant

Receptionist and Administrative Assistant

Job Title: Receptionist and Administrative Assistant Reports To: Branch Manager Location: Greensboro, NC Job Type: Full-time

This role serves as the welcoming face of the Greensboro branch while providing administrative and operational support to the sales and equipment teams, helping ensure efficient workflow, accurate documentation, and high-quality customer service.

The Receptionist and Administrative Assistant is responsible for greeting visitors, managing incoming calls and mail, and maintaining an organized and professional reception environment. In addition, the role supports bid and job intake, open order tracking, customer logistics, and training coordination for internal sales and equipment operations. This position is ideal for someone who enjoys variety, is highly organized, and can shift comfortably between hospitality, administrative, and process-focused tasks.

Key Responsibilities

• Greet and welcome visitors, customers, and vendors with professionalism and a customer-focused approach.
• Answer and route phone calls; manage mail, packages, and courier services, including preparing and sorting incoming and outgoing mail.
• Maintain a clean, organized, and professional reception and office environment.
• Monitor the general email inbox and route messages to the appropriate groups or individuals in a timely manner.
• Order business cards for employees as needed.
• Order nameplates for employee workspaces in Greensboro.

• Review and manage incoming bid request emails in shared inboxes, ensuring all requests are acknowledged and processed in a timely manner.
• Accurately enter new job information into company databases, including customer details, project scope, and relevant documentation.
• Look up existing customers in systems to verify records and identify assigned sales representatives.
• Communicate with internal team members to clarify incomplete or missing information related to bids and jobs.
• Follow established standard operating procedures (SOPs) for job intake, data handling, and documentation.
• Assist in identifying process improvements to streamline job entry and inbox management workflows.

• Create, maintain, and update open order reports and project tracking spreadsheets from order entry through project closeout.
• Audit order files and project documentation to ensure accuracy and completeness.
• Coordinate customer logistics, including scheduling shipments, customer pickups, delivery appointments, and freight arrangements.
• Communicate logistics details to internal team members, customers, and vendors as needed.
• Process new customer and vendor setup requests, ensuring required documentation is complete.
• Prepare and maintain bluesheets and other project documentation as needed to support the sales team.
• Provide administrative support for internal and customer training classes by scheduling training sessions and reserving meeting rooms.
• Manage attendee registrations and maintain sign-in sheets.
• Order lunches and refreshments and coordinate related logistics.
• Order, organize, and distribute printed training materials and other attendee materials.

• Provide administrative support to branch and sales leadership, including basic correspondence, spreadsheets, and document preparation.
• Assist with special projects and other administrative duties as assigned by the Branch Manager or sales leaders.

Qualifications

• High school diploma required; associate degree or bachelor's degree preferred.
• Two or more years of experience in office administration, reception, customer service, billing or finance support, project coordination, or order management preferred.
• Strong computer skills, including proficiency in Microsoft Office applications such as Excel, Word, and Outlook.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent time management skills and the ability to prioritize multiple tasks and deadlines.
• Strong written and verbal communication skills and comfort interacting with customers, vendors, and internal team members.
• Ability to work independently while collaborating effectively with multiple internal departments.

Attributes for Success

• Professional, approachable, and customer-focused demeanor at all times.
• Comfortable balancing front desk hospitality with behind-the-scenes administrative, documentation, and coordination tasks.
• Dependable and proactive in problem-solving and follow-through.
• Discreet and trustworthy with confidential information and sensitive data.
• Continuous improvement mindset, with interest in refining workflows, SOPs, and branch administrative processes.

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman