Receptionist/Office Coordinator

SUMMARY

The Receptionist/Office Coordinator role will be situated at the Front Desk Reception Area as primary point of contact for all office visitors. The role will provide exceptional customer service to employees, leaders, outside visitors, vendors and clients. The Receptionist/Office Coordinator will also provide support to office management and assistants and partner closely with building facilities.  

ESSENTIAL DUTIES & RESPONSIBILITIES

• Oversee all front desk activities, greet visitors with a friendly and professional demeanor and notify staff of arrivals. Work with management to ensure there is always coverage at the front desk. Collaborate with Front Desk staff at main building entrance to provide employees appropriate guidance or direct visitors upon arrival.
• Support Human Resources creating a seamless candidate and or new hire experience via interviews, onboarding, and first day guidance.
• Order welcome kits for new hires.
• Support and monitor employee and visitor access to the office through an App.
• Coordinate with Management, Human Resources, Marketing, EHS and Facilities to maintain office communications via email and a TV monitor in break area.
• Assist with ordering and serving food and beverages for executive meetings.
• Assist with organizing company events and team building activities.
• Maintain cleanliness in break areas, boardroom, and large conference rooms.
• Manage coffee supplies and brew coffee on-site at the beginning of the workday.
• Manage inventory for office and break area supplies.
• Provide strong customer relation support to all Oriden/H2I team members.
• Process office-related invoices, expenses, and billing for events, supplies, etc.  
• Coordinate travel arrangements for out-of-town visitors alongside internal and external assistants.
• Maintain records of supplies ordered, building maintenance requests and service orders, and any other records directly related to tasks assigned.
• Able to react quickly to changes, demand and proactively determine needs to support management.
• Receive, sort, and distribute mail, and packages, as required. Process labels for UPS, FedEx, etc and ship packages/mail, as requested.
• Coordinate maintenance and repairs with building contact for office equipment and the office space.
• Handle incoming calls, emails, and other communications, directing them to appropriate personnel.
• Handle confidential and sensitive information with discretion.

OTHER DUTIES AND RESPONSIBILITIES

• • Perform other duties as may be required.
  • Comply with all safety policies, practices and procedures reporting all unsafe activities to Management and/or Human Resources.
  • Participate in proactive team efforts to achieve departmental and company goals.
  • Contribute to building a positive team spirit.
  • Excellent verbal and written communication skills
  • Excellent organization skills and attention to detail
  • Ability to act with integrity, professionalism, and confidentiality.

KNOWLEDGE, SKILLS & EDUCATION    

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• • • Education and/or Experience: Associate degree (AA) or equivalent from two-year college or technical school; or four years related experience and/or training; or equivalent combination of education and experience.
    • Language Skills: Excellent verbal and written communication skills and highly developed interpersonal skills. 
    • Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
    • Reasoning Ability: Ability to apply understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
    • Computer Skills: Basic personal computer skills including electronic mail, word processing, spreadsheet, proficiency in power point and excel, etc.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly required to sit, talk and/or hear. Occasionally lift and/or move up to 35 pounds. The noise level in the work environment is usually quiet.