Receptionist / Office Assistant

Overview Vistex is a global enterprise software and services company that helps businesses take control of their mission‑critical processes. With a multitude of programs covering pricing, trade, royalties and incentives, it can be complicated to see where all the money is flowing, let alone how much difference it makes to the topline and the bottom line. Business stakeholders can see the numbers, see what really works, and see what to do next – so they can make sure every dollar spent or earned is driving growth rather than adding cost. Global enterprises ranging from Coca-Cola to Sony to Grainger rely on Vistex to manage promotions, rebates, SPAs, discounts and other incentives. Position Summary The Vistex Receptionist / Office Assistant maintains a positive and efficient front‑desk experience, supports daily operations, coordinates vendor and facility needs, and upholds the reception area at corporate headquarters. Responsibilities Greet and direct customers, vendors, remote employees, and guests arriving at the main reception area. Check voicemail messages daily and forward them to the appropriate personnel. Track temporary access cards and badges for employees and guests and maintain the security/sign‑in log. Manage daily incoming and outgoing mail, packages, and courier shipments; coordinate FedEx shipments for all departments and notify employees of deliveries. Manage facilities and office help‑desk tickets, including requests related to IT equipment return labels, international shipments, and other office service needs. Support office supply inventory and ordering, including restocking supplies, office snacks, and refrigerators. Assist with vendor coordination and track vendor invoices to submit to the Finance team for payment processing. Assist with new hire onboarding logistics, preparing workspaces, ensuring cubicles are clean and ready, creating nameplates, and stocking basic office supplies before start dates. Coordinate hotel reservations for visiting employees or guests by tracking requests through email or facilities tickets. Serve as a liaison with building management alongside the Office Coordinator, submitting work orders and tracking maintenance as needed. Manage the Vigor gym calendar for onsite fitness classes and assist Facilities with the operations upkeep of the gym, such as towel laundry and replenishing snacks or supplies. Assist with the setup and coordination of meetings, scheduling conference rooms, and preparing meeting spaces as needed. Review and update reception and office procedures to ensure efficiency and alignment with company needs. Perform other administrative and operational duties as assigned. Compensation and Benefits Compensation is up to $23 per hour, with base pay varying by location, knowledge, skills, and work experience. The package may also include discretionary annual bonus opportunities. Vistex provides highly competitive benefits, including a comprehensive healthcare plan and paid time off, as well as paid volunteerism days. Qualifications Education: Associates or better in Business Administration or a related field. Experience: 2 years in office administration; proficiency in Microsoft Office and Outlook; ability to lift up to 25 lbs; adapt to changing schedules, multiple work plans, and a growing business; data entry and document management skills; excellent verbal, written, and interpersonal skills; time‑management and productivity; acute attention to detail; ability to collaborate with colleagues at all levels. Equal Opportunity Employer. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr kesha Patel