Posted 2 months ago
Receptionist & Administrative CoordinatorLandry/French · Maine
Receptionist & Administrative Coordinator
MaineOn-siteFull-time
AI Summary
Serves as the first point of contact for visitors and callers while coordinating daily office operations, supplies, travel, meeting logistics, and administrative support across departments. Keeps the reception area and workplace organized and professional.
About this role
Position Summary
The Receptionist & Administrative Coordinator is a key member of the team, serving as the first point of contact for visitors, callers, and employees while ensuring the efficient day-to-day operation of the office. This role combines front desk reception with administrative and office coordination responsibilities, including managing office supplies, coordinating travel arrangements, supporting internal operations, and maintaining a professional, organized, and welcoming workplace environment. The ideal candidate is highly organized, customer service-focused, and able to manage multiple priorities while delivering exceptional support to employees and guests.
RESPONSIBILITIES
Duties include, but are not limited to:
- Serve as the first point of contact for visitors, providing a professional and welcoming experience.
- Answer, screen, and direct incoming telephone calls in a courteous and efficient manner.
- Manage the reception area and ensure a clean, organized, and professional office environment.
- Coordinate office operations, including ordering and maintaining office, kitchen, and breakroom supplies.
- Monitor inventory levels and proactively replenish supplies as needed.
- Coordinate catering and meal arrangements for meetings.
- Arrange travel including flights, hotels, rental cars, and itineraries for Sr. leadership and others as needed.
- Receive, sort, and distribute incoming mail, packages, and deliveries.
- Schedule conference rooms and assist with meeting logistics.
- Provide administrative support to various departments as needed.
- Assist Marketing with planning and coordination of employee events, meetings, and office activities.
- Coordinate with facilities regarding office maintenance needs.
- Support special projects and perform additional administrative duties as assigned.
- Maintain confidentiality of sensitive information and company records.
PHYSICAL REQUIREMENTS AND JOB ENVIRONMENT
- Work is performed primarily in a quiet office environment.
- Must be able to hear and speak clearly in order to communicate with visitors, callers, employees, vendors, and other business contacts.
- Must be able to type and use standard office equipment, including a computer, phone, copier, printer, and related office technology.
- Must be able to sit for extended periods of time while performing computer-based and administrative work.
- Must be able to stand, walk, bend, stoop, reach, and move throughout the office as needed to stock supplies, receive deliveries, organize storage areas, and support office operations.
- Must be able to occasionally lift, carry, push, or pull office supplies, packages, or materials consistent with office administrative duties.
REQUIRED QUALIFICATIONS
- High School diploma required; associate degree or additional education preferred.
- 2+ years of experience in a receptionist, administrative assistant, office coordinator, or customer service role preferred.
- Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
- Excellent organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
- Professional appearance and demeanor.
- Positive, energetic, and customer-focused attitude.
- Ability to work independently and collaboratively within a team environment.
- Strong problem-solving skills and willingness to take initiative.
- Dependable, flexible, and adaptable to changing priorities.
Skills
Calendar SchedulingEvent CoordinationExcelInventory ManagementMail And Package HandlingMicrosoft OutlookMicrosoft TeamsMicrosoft WordOffice EquipmentTelephone SystemsTravel Booking
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