Senior Administrative Coordinator/Receptionist

POSITION SUMMARY

Manages the company’s lobby area by greeting visitors, handling incoming calls, and managing the mail process, ordering supplies and handling other administrative duties as needed. Projects a positive first impression for the Company.

PRIMARY RESPONSIBILITIES

First Impressions

• Provides a positive first impression by greeting and directing all visitors, including vendors, clients, trade partners, job candidates and customers.

• Ensures all visitors are welcomed and escorted to the right area or person. Offers refreshments as appropriate.

• Create daily lobby plan to include planned guests, reservations, pickups, deliveries.

• Answers incoming calls and transfers to the appropriate party.

• Manages building and parking garage access. 

• Responds promptly to reception emails.

• Ability to assist outside of work hours in urgent situations such as: client concerns, time sensitive problems, and accidents.

Mail

• Receives incoming mail, packages, and faxes. Sorts mail and packages to determines appropriate recipient. 

• Packages and stamps outgoing USPS mail using Stamps.com. Keeps track of current rates, upcoming changes, and other information concerning postage rates.

• Ships packages, prints shipping labels, packs boxes, schedules pick-ups, and ensures that deliveries are picked up in a timely manner.

• Inputs and receives courier orders.

• Maintains mail and supply room to ensure it is kept clean and organized.

• Maintains mailboxes by adding and removing boxes.

Supplies

• Orders, receives, and sorts supplies, lobby beverages, snacks and fresh fruit.

• Manages labor law poster inventory and distribution.

• Manages orders and inventory for office coffee and coffee supplies.

• Orders birthday and anniversary cards.

• Cleans, stocks and cares for the lobby espresso machine and supplies.

• Creates reporting for expenditures including Instacart, Staples and Amazon.

• Orders business cards/ branded paper supplies from Print Time for Kansas City associates. Manages Print Time portal to ensure titles remain updated in system.

Office Administrative

• Ensures conference rooms are presentable and stocked with refreshments including assisting with room clean up following meetings: removing food debris, picking up dishes and leftover meeting materials.

• Manages building access cards for vendors and directs vendors to appropriate building location as needed.

• Schedules meetings for various conference rooms and manages room conflicts as they arise.

• Schedules reservations for Company vehicles.

• Manages associate directory.

• Continuously strives to improve efficiency and effectiveness of processes.

• Assists with special projects.

• Department project support: prep, organize, order supplies, and guide as needed.

• Event/Meeting support: prep, guide, order supplies, and guide as needed. Secondary event support to First Impressions Manager.

• Field Craft support: prep, organize, order supplies, and attend field craft meetings as needed.

MINIMUM QUALIFICATIONS

• 1+ years experience in a receptionist or customer service-related position.

• 1+ years experience on First Impressions Team

WORKING CONDITIONS

The position requires work in an office environment.

Note: This job description reflects a summary of the job and does not prescribe or restrict the responsibilities that may be assigned. The job description is subject to change at any time.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans