Position Summary
We are seeking a highly organized, professional, and customer-focused Administrative Coordinator & Receptionist to join our HR & Administration team. This role serves as the primary coverage for the Main Receptionist, ensuring our front desk is professionally staffed during breaks, lunches, vacations, meetings, and other absences, while also providing administrative support that helps keep our busy corporate office operating efficiently.
The successful candidate is proactive, detail-oriented, and enjoys working in a fast-paced environment where every day brings new opportunities. They take pride in providing exceptional customer service, maintaining a welcoming and organized workplace, and supporting multiple departments with a wide range of administrative responsibilities.
Key Responsibilities
Reception & Customer Experience
- Serve as the primary coverage for the Main Receptionist, ensuring seamless reception coverage during breaks, lunches, vacations, meetings, and other planned or unplanned absences.
- Create a welcoming and professional first impression by greeting visitors, clients, vendors, and employees.
- Answer, screen, and direct incoming telephone calls in a courteous and efficient manner.
- Coordinate visitor sign-in procedures and notify employees of arriving guests.
- Receive and distribute incoming mail, courier deliveries, and packages.
- Maintain a clean, organized, and professional reception area at all times.
Administrative Coordination
- Provide administrative support to the HR & Administration team and assist with day-to-day office operations.
- Assist with matching invoices and supporting the Accounts Payable process.
- Receive, organize, and distribute office supplies, deliveries, and equipment.
- Monitor office supply inventory and coordinate replenishment as required.
- Ensure all boardrooms, kitchens, reception areas, and shared office spaces are clean, organized, fully stocked, and presentation-ready throughout the day.
- Prepare boardrooms for meetings, interviews, and company events.
- Assist with employee onboarding, office events, meetings, and other administrative initiatives.
- Perform filing, scanning, data entry, document preparation, and record management.
- Provide administrative assistance to departments across the organization and support special projects as assigned.
- Identify opportunities to improve office organization and administrative processes while delivering exceptional internal customer service.
Qualifications
- Minimum 2 years of experience in office administration, reception, or an administrative coordination role.
- Exceptional customer service skills with a friendly, polished, and professional demeanor.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Excellent verbal and written communication skills.
- High attention to detail and accuracy.
- Proficiency with Microsoft Office (Outlook, Word, Excel, and Teams).
- Ability to work independently while collaborating effectively with a team.
- A positive attitude, strong initiative, and a willingness to assist wherever needed.
Key Competencies
- Outstanding customer service and relationship-building skills.
- Professionalism and excellent communication.
- Strong organizational and time management abilities.
- Detail-oriented with exceptional follow-through.
- Proactive, resourceful, and adaptable.
- Dependable with a strong sense of accountability.
- Collaborative team player who enjoys supporting others.
- Ability to thrive in a busy, fast-paced corporate office while maintaining a high standard of service and professionalism.
Why Join Our Team?
As the Administrative Coordinator & Receptionist, you will play a vital role in creating a welcoming and professional environment for employees, clients, and visitors while supporting the day-to-day operations of our office. You will work closely with the HR & Administration team, interact with employees across all departments, and contribute to the smooth operation of a dynamic and growing organization.
If you are someone who enjoys variety, thrives in a fast-paced environment, takes pride in exceptional customer service, and is passionate about keeping an office organized and running efficiently, we would love to hear from you.
Pay: From $50,000.00 per year
Work Location: In person
