Reception and Administrative Operations Specialist

Job Description

Job Description

Job Title: Reception & Administrative Operations Specialist

DESCRIPTION:

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:

• 5–7+ 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.