Job Description

Receptionist / Administrative Coordinator

Schedule: Monday – Friday, 8:00 AM – 5:00 PM

The Receptionist serves as the first point of contact for visitors, customers, and staff — representing the corporate face and ensuring a professional, welcoming front desk experience. This role combines front-of-house hospitality with substantive administrative and coordination responsibilities.

Responsibilities

Front Desk & Visitor Management

• Greet and direct visitors and customers to their appointment or meeting location
• Maintain visitors' logs, daily task logs, and HSE data logs
• Issue and maintain personnel badges
• Answer phones and handle information requests professionally

Administrative Support

• Prepare and proofread formal letters, interoffice correspondence, and miscellaneous documents; compose responses to inquiries independently
• Manage department records and filing systems
• Arrange travel schedules and reservations
• Support and train other administrative staff
• Monitor accuracy, completeness, and timeliness of business system transactions

Facilities & Procurement Coordination

• Coordinate meetings, including room scheduling, A/V setup, catering, and off-site events
• Maintain stock levels for office supplies, coffee, and refreshments
• Check in and receive orders in the system
• Support facilities with waste pickups and delivery coordination
• Create and manage purchase orders in SAP, including P-card/credit card purchases and expense compilation

HR & Employee Support

• Serve as on-site new hire coordinator, bridging communication between HR and facilities
• Address and resolve inquiries from employees, vendors, and contractors, or escalate as appropriate
• Issue PPE and support onboarding logistics

Qualifications

• 3+ years of administrative experience
• High school diploma or equivalent required; college degree in Business Administration, HR, Accounting, or related field preferred
• SAP proficiency strongly preferred
• Proficient in Microsoft Office Suite (Outlook, Teams, PowerPoint, Excel)
• Excellent verbal and written communication skills
• Strong interpersonal skills with the ability to handle sensitive and confidential matters with tact and professionalism
• Highly organized with strong attention to detail