Senior Administrative Coordinator/Receptionist

People love to work here, plain and simple.

It’s easy to love your job when you’re surrounded by driven, passionate leaders. We show up every day and give it our all; not because we have to, but because we want to.

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