Office Administrator & Receptionist

SUMMARY  

The Office Administrator & Receptionist will provide comprehensive administrative and front-desk support to ensure efficient office operations. This role requires strong organizational skills, excellent communication, and the ability to manage multiple tasks while maintaining a welcoming office environment. 

KEY RESPONSIBILITIES & DUTIES

• Manage and organize schedules, appointments, and meetings for management and team members.
• Answer and direct phone calls, emails, and other correspondence in a professional and courteous manner.
• Prepare and distribute documents, reports, and presentations as needed.
• Maintain filing systems, both electronic and physical, ensuring accuracy and accessibility.
• Assist in the preparation of meeting agendas, materials, and taking minutes.
• Coordinate travel arrangements, accommodations, and itineraries for staff when required.
• Order office supplies and maintain inventory, ensuring the office is well-stocked and operational.
• Handle incoming and outgoing mail, deliveries, and courier services.
• Make coffee and ensure refreshments are available for office guests and meetings.
• Check the mailbox and distribute incoming mail to the appropriate recipients.
• Create and update lunch menus for the office and coordinate catering when necessary.
• Develop and distribute surveys through SurveyMonkey for internal feedback and engagement.
• Plan and coordinate monthly birthday celebrations, ensuring a welcoming and fun office environment.
• Send out new hire welcome emails as an introduction to the company.
• Assist with special projects and other administrative tasks as assigned by management.
• Ensure compliance with office policies and procedures, contributing to a positive and productive work environment.
• Other duties as assigned. 

REQUIRED SKILLS/ABILITIES 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with office management software and tools.
• Strong attention to detail, with the ability to manage multiple tasks and priorities effectively.
• Excellent written and verbal communication skills, with a professional and friendly demeanor.
• Ability to work independently, think critically, and handle unexpected challenges with poise.
• Strong organizational skills and the ability to create and maintain office systems.
• Ability to manage sensitive information with discretion and maintain a high level of confidentiality. 

EDUCATION/EXPERIENCE/LICENSES/CERTIFICATIONS

• High school diploma or equivalent required; Associate's degree in business administration or a related field preferred.
• 2 or more years of experience in an administrative, receptionist, or office support role.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

PHYSICAL DEMANDS 

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing or walking within the office environment, such as walking to meetings or handling office supplies.
• Occasionally required to lift and carry office supplies, packages, or materials up to 25 pounds.
• Occasional bending or kneeling to access filing cabinets, retrieve documents, or organize office supplies.
• Frequent use of hands and fingers to operate office equipment such as computers, phones, printers, and other standard office equipment.
• Ability to read printed and digital documents, data, and emails on computer screens or other devices.
• Regular verbal communication via phone, video conferencing, or in-person, requiring the ability to hear and speak clearly.
• Ability to move around the office or building as necessary to complete tasks or deliver documents.