Administrative Specialist

Responsibilities Visitor Management Greet and welcome visitors in a professional and courteous manner Verify appointments and manage building access Maintain accurate visitor logs and ensure compliance with sign-in/out procedures Phone & Communication Management Answer and route incoming calls promptly and professionally Take accurate messages and ensure timely delivery Mail & Document Handling Receive, sort, and distribute incoming mail and packages in coordination with the Mail Room Scan and upload invoices into the accounting/document management systems Office Supply Management Monitor inventory levels for office and kitchen supplies Place and track orders Monitor toner levels for printers throughout the building General Office Support Maintain a clean and organized reception area Provide administrative support including date entry, filing, and other tasks as needed Monitor the corporate marketing inbox and route customer service complaints, claims and business inquiries to the appropriate teams for resolution Prepare Conference Rooms for scheduled meetings, ensuring rooms are tidy and equipped with necessary supplies Qualifications High school diploma or equivalent; associate degree preferred 1-2 years of experience in a receptionist or front desk role Proficiency in Microsoft Office Suite (Outlook, Word, Excel) Strong communication and interpersonal skills Ability to manage priorities and multitask effectively Reliable, punctual, and professional demeanor Ability to work in the office full-time Key Competencies Customer Focus – build strong internal and external relationships through professional and courteous service Collaborate – Work effectively with others to meet shared objectives Instill Trust – Demonstrate honesty, integrity, and professionalism Action Oriented – Take initiative and respond promptly to requests and challenges Organizational Savvy – Navigate office dynamics and support cross-functional teams Drive Results – Maintain accuracy and efficiency in a fast-paced environment Henkels & McCoy, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities. #J-18808-Ljbffr