Front Office Administrator

AP has an EXCELLENT Temp-Hire Opportunity!!!

We're looking for a friendly, motivated, and professional Front Office Administrator to become the welcoming face of our clients organization and to provide Administrative support to our staff. Are you a polished professional who enjoys being the first point of contact for clients and visitors?

We are seeking a Front Office Administrator to join a dynamic and innovative organization that designs and manufactures specialized equipment supporting the aerospace, research, manufacturing, and imaging industries. This role is ideal for someone who thrives in a customer-facing environment, takes pride in staying organized, and enjoys providing exceptional administrative support while representing the company with professionalism and enthusiasm.

Front desk and site experience

• Serve as the primary front-desk contact for visitors, customers, vendors, candidates, and employees;
  provide a professional,courteous, and helpful experience.
• Answer, screen, and direct incoming telephone calls and routine inquiries to the appropriate personnel.
• Maintain a clean, welcoming, organized, and professional reception area.
• Help maintain the appearance, organization, and readiness of conference rooms, break rooms, refrigerators, copier areas, and other shared spaces.
• Receive, sort, and distribute incoming mail and packages;
  coordinate outgoing shipments with carriers as needed.
• Maintain accurate front-desk records, visitor logs, site contact lists, shared calendars, conference-room schedules, and organizational charts.

Visitor management, security, and compliance

• Register and badge visitors in accordance with their security and facility-access procedures.
• Verify visitor identity and ensure required documents are completed before facility access is granted.
• Coordinate visitor escorts when required and help ensure visitors remain within authorized areas of the facility.
• Coordinate visitor appointments, meeting logistics, reservations, on-site accommodations, and other routine needs.
• Maintain accurate visitor accountability information to support site emergency procedures.
• Screen visitors for U.S. Person status
• Coordinate non-disclosure agreements, visitor acknowledgements, export-control documentation, and other required access forms.
• Work closely with Human Resources, Security, Export Compliance, and site leadership to support compliance with customer-security, and facility-access requirements.
• Maintain visitor and compliance records in accordance with company retention policies and promptly report potential security, safety, or export-compliance concerns.

Meetings, events, and administrative coordination

• Coordinate logistics for customer meetings, vendor visits, internal meetings, company events, and other site functions.
• Schedule conference rooms, prepare meeting spaces, arrange catering, coordinate audiovisual needs, and ensure required materials are available.
• Collect, organize, format, and distribute agendas, presentations, pre-reads, and other meeting materials as assigned.
• Coordinate on-site breakfasts, lunches, and catering for customer, vendor, employee, and company events.
• Assist with employee communications, onboarding activities, employee-engagement initiatives, and site events, including holiday events and company gatherings.
• Maintain office, conference-room, and break-room supply inventories;
  coordinate purchases, vendor requests, and replenishment needs.
• Order and maintain break-room supplies, including coffee, beverages, paper products, and related items.
• Perform data entry and maintain accurate administrative files, records, schedules, trackers, and routine reports.
• Provide general administrative support to site leadership and employees as assigned.

Education

Minimum of an Associates Degree

Experience and Qualifications

• Three or more years of receptionist, site administration, office coordination, administrative-support experience.
• Strong interpersonal, written, and verbal communication skills.
• A professional, welcoming, and service-oriented approach when working with employees, customers, visitors, vendors, and other stakeholders.
• Strong organizational and multitasking ability, with consistent attention to detail and follow-through.
• Ability to manage routine priorities in a busy front-office environment while responding calmly to changing needs.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, calendar-management, and standard office technology.
• Ability to handle confidential information with discretion, maturity, and sound judgment.
• Ability to follow established procedures related to visitor access, security, safety, records, and export compliance.
• Ability to remain seated or standing at a reception desk for extended periods and occasionally lift or move up to 25 pounds.