Receptionist

Description

The Receptionist serves as the first point of contact for visitors, customers, and employees, delivering exceptional hospitality and front-line customer service. This role is responsible for managing incoming calls, coordinating visitor access, handling mail and shipments, and supporting multiple departments with administrative tasks.


Responsibilities

Front Desk Management & Hospitality

• Receive and direct calls through a multi-line phone system, screening and redirecting as needed.
• Professionally greet and assist visitors, vendors, and clients, ensuring proper notification and hospitality.
• Manage visitor logs, issue passes as required, and uphold security protocols.
• Maintain a clean and organized office space, including front lobby, conference rooms, etc.
• Support with planning of internal and external events, including coordination of food vendors and hotels, and communication to event participants.

Mail & Shipping Coordination

• Process and distribute incoming mail for various departments, including Sales & Marketing, HR, Production, Finance, and IT.
• Handle all outgoing FedEx, UPS, USPS, and express packages, including fabric shipments received at the front desk.

Administrative Support

• Prepare memos, correspondence, reports, and other confidential documents.
• Oversee the purchase and inventory of office supplies, shipping materials, postage, and employee/customer supplies.
• Coordinate and arrange breakfasts, lunches, and catering for customer meetings, trainings, board meetings, and annual shareholder events.
• Troubleshoot and communicate vending machine and purchasing issues as necessary.

Marketing & Office Support

• Prepare and mail accounts payable checks, file vendor invoices, and manage documentation.
• Create and assemble new project folders and labels using Microsoft Word and Avery templates.
• Inventory, order, and restock literature room samples, ensuring proper labeling and assembly of marketing materials.
• Collect, prepare, and ship parts, technology, and literature requests for marketing and sales initiatives.
• Send initial contact letters and brochures to potential customers from website inquiries.

Professionalism & Team Collaboration

• Represent the company in a professional, welcoming, and courteous manner at all times.
• Demonstrate the ability to work effectively with diverse individuals and contribute to a positive workplace culture.

Qualifications

• Associate's Degree preferred; or 1+ years related experience and/or training; or equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle multi-line phone systems and basic office equipment.
• Strong data entry and record-keeping skills.
• Professional communication: Ability to interact with a wide range of individuals in a courteous and energetic manner.
• Organizational excellence: Skilled in managing multiple tasks while maintaining attention to detail.
• Problem-solving ability: Capable of handling day-to-day challenges and implementing practical solutions.
• Adaptability & teamwork: Works collaboratively across departments to ensure smooth operations.

Compensation: The base hourly range for this full-time position is $20 - $23 per hour. Within this range, individual pay is determined based on several factors, including but not limited to: relevant work experience, job-related knowledge, skills, and complexity of the role.

FLSA Status: Non-Exempt


#IND1