What are the responsibilities and job description for the Receptionist/Office Coordinator position at XNRGY Climate Systems?
Who are we?
XNRGY Climate Systems is a North American leader in sustainable design and advanced manufacturing of custom air treatment systems focused on research and energy development contributing to the reduction of carbon footprint. We are excited to announce the opening of our new Technology headquarters in Mesa, Arizona in 2025. This expansion reflects our commitment to growth and innovation in the climate solutions industry.
As part of this expansion in the US, XNRGY is seeking a qualified and experienced Receptionist/Office Coordinator to join its team. Reporting to the HR Operations Manager, This role requires excellent communication skills, the ability to multitask, and a strong sense of customer service. You will be responsible for greeting visitors, answering phones, setting up conference rooms for meetings, managing office supplies, and assisting with various clerical tasks as needed.
An overview of your responsibilities:
- Greet and welcome visitors, clients, and employees with professionalism and courtesy
- Answer incoming calls, direct them to the appropriate staff members, and take messages as needed
- Manage office communications including emails, deliveries, and office mail
- Ensure the reception area is clean, organized, and stocked with necessary supplies
- Maintain office schedules, meeting rooms, and appointments
- Handle office supply inventory, placing orders when necessary, and ensuring proper stock levels
- Assist with various administrative tasks, including data entry, filing, and preparing documents
- Coordinate meetings and events, including scheduling, room preparation, and catering arrangements if needed
- Support office management and HR with employee-related tasks, such as onboarding or internal communications
- Provide backup support to other departments and assist with ad-hoc projects as assigned
- Stock Management: Track inventory levels, order necessary ingredients and supplies, and manage food costs to ensure profitability
- Office Supplies Management: Monitor and order necessary office supplies, keeping inventory updated
- Accommodation & Travel Arrangements: Manage accommodation and other needs for employees and clients (conference rooms, catering, transport, hotels)
- Scheduling: Plan and confirm appointments, update agendas (meeting room reservations), and manage upcoming visits (clients and employees)
- Meeting Catering: Coordinate meal orders for internal meetings, follow established procedures (forms and authorizations), and consolidate multiple requests when necessary
- Ensure cleanliness of all meeting spaces and liaise with the cleaning company when needed
- Meeting Preparation: Set up meeting rooms, arrange required equipment and resources, and provide snacks and beverages
- Ensure meeting rooms are tidy and in order once meetings conclude
What you'll need, among other things!
- Bilingual in both Spanish and English
- High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
- 1-2 years of experience in an administrative or office support role, preferably in a receptionist or customer service position
- Strong verbal and written communication skills
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Excellent organizational skills and attention to detail
- Ability to multitask and prioritize tasks in a fast-paced environment
- Professional and friendly demeanor with the ability to interact with individuals at all levels
- Ability to handle confidential information with discretion
Why choose XNRGY!
- Competitive salary
- Medical, dental, and vision insurance
- 401 K
- Employee Assistance Program
- Paid time off
- A dynamic team, open to change to bring its color
- Modern state of the art facility with Industry 4.0 technology in Mesa, Arizona
- Being part of a green industry transformation
- Fast-growing dynamic environment where entrepreneurial spirit is recognized
- Inclusive and diversity-friendly environment
- Career advancement: XNRGY promotes internal promotion
- Electric charging stations
At XNRGY Climate Systems, we are committed to fostering a diverse and inclusive workplace. We
believe that a variety of backgrounds, experiences, and perspectives are essential to driving innovation and achieving success. We welcome individuals who share our passion for sustainability and who are eager to contribute to a more positive environmental future. Are you ready to join our driven team? Join a company that Values Courage, Community, Climate, Customer and Coherence. Be part of carving our footprint and joining a winning team!
