Corporate Receptionist / Administrative Coordinator

Job Description

Job Description

Benefits:

• Bonus opportunity based on company performance
• Free Apparel
• 401(k)
• 401(k) matching
• Company parties
• Dental insurance
• Free food & snacks
• Health insurance
• Opportunity for advancement
• Paid time off
• Parental leave
• Vision insurance
• Wellness resources

Job Summary:
The Corporate Receptionist serves as the first point of contact for visitors, callers, and internal staff while ensuring the front office operates efficiently and professionally. This role combines traditional receptionist duties with administrative and coordination responsibilities to support daily corporate operations. The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities, and committed to maintaining confidentiality.

Key Responsibilities

Front Desk & Communication

• Greet visitors, answer incoming calls, and direct inquiries to the appropriate departments or store locations.
• Manage shared corporate email inboxes, distributing information and leads to staff and stores as needed.
• Provide professional customer service and assist callers in determining the correct point of contact.
• Sort, distribute, and manage incoming and outgoing mail.

Office Operations & Inventory

• Maintain inventory and order office, kitchen, and facility supplies.
• Stock boardrooms and training rooms prior to meetings with necessary refreshments and materials.
• Oversee monthly water service schedules and ensure adequate supply levels.
• Monitor and restock the first aid cabinet and conduct routine AED checks to meet or exceed OSHA standards; document inspections for compliance.

Facilities & Event Coordination

• Arrange catering for corporate meetings and off-site events; prepare meeting spaces, assist with service, and coordinate clean-up.
• Order flowers, sympathy arrangements, and corporate gifts; confirm delivery and maintain receipts.
• Serve as the primary contact for housekeeping and maintain cleaning schedules for corporate spaces and company condos.
• Monitor corporate security cameras as required.

Administrative Support

• Maintain accurate corporate directories, including store contact information and employee records.
• Update mailing labels and master contact lists.
• Distribute company-wide communications such as employee birthdays, anniversaries, and internal updates.
• Compile weekly information for corporate communication displays.
• Follow up on sponsorship requests and coordinate communication with the appropriate locations.

Compliance & Documentation

• Scan, file, and maintain confidentiality agreements in designated systems and physical files.
• Verify required documentation for meeting attendees and request missing agreements from stores when necessary.
• Serve as a Notary Public for corporate documents when applicable.

Sales & Reporting Support

• Assign identification numbers to new sales representatives and maintain the master sales roster.
• Update leadership on sales personnel changes and generate monthly reports tracking sales activity.

Warranty & Financial Administration

• Process warranty transfers, prepare correspondence for new homeowners, maintain corporate logs, and distribute copies to relevant departments.
• Assist with expense reporting and maintain accurate administrative records.

Scheduling & Coverage

• Coordinate scheduled time off with team members to ensure consistent front desk and phone coverage.
• Maintain lodging schedules for corporate housing and visiting staff as needed.

Qualifications

• High school diploma or equivalent required; associate degree or administrative training preferred.
• Previous receptionist, administrative, or office coordination experience strongly preferred.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Proficiency in Microsoft Office and general office systems.
• Professional demeanor with a customer-service mindset.
• Ability to handle sensitive information with discretion.
• Notary certification preferred or willingness to obtain.

Work Environment & Expectations

• This is an office-based position with frequent interaction with staff and visitors.
• Ability to occasionally lift office supplies or event materials (up to ~20 lbs.).
• Flexibility to support meetings and events as needed.