Front Office Administrator

Job Title: Front Office Administrator

Reports to: Finance Manager

Job Summary: Responsible for a broad scope of accounting, administrative, and reception duties, this position will serve as the face of the company location at the front desk, interacting with customers and clients on a daily basis, manning the main company phone line, signing for and distributing deliveries, assistance with word processing, projects, presentations, and reports, event coordination, record keeping and archiving, ordering and organizing office/kitchen supplies, scheduling travel arrangements, meetings, and calls, and other clerical, accounting, and administrative tasks as needed.

Duties/Responsibilities:

• Exhibits polite and professional communication both in-person and virtually; greeting visitors, answering calls/emails, responding to questions/requests, and conveying messages as required to support and ensure efficient operation of the department/team.
• Performs general administrative, clerical, and facilities support functions; drafting correspondence, preparing and organizing required materials (e.g., presentations, documents, copying, binding, scanning, etc.), maintaining records, and completing special projects as needed.
• Coordinates travel arrangements (booking flights, cars, and hotel/restaurant reservations), updates and maintains calendar appointments, schedules phone calls, meetings, and conferences.
• Ensures the efficient daily operation of the office and department functions, including maintenance and inventory of uniforms, supplies, and equipment, ensuring areas are tidy and presentable with all necessary materials, and keeping records of expenses/costs.

• Retrieve, receive, sort, and distribute daily mail, and deliveries, performing other clerical duties such as filing, photocopying, transcribing, emailing/faxing, etc.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, escorting guests/visitors to the appropriate person and office.

• All other duties and responsibilities as assigned.

Required Skills/Abilities:

• Quality interpersonal and customer service skills, with a service-oriented attitude.
• Excellent verbal and written communication skills.
• Expertise in MS Office Suite (Word, Excel, Power Point, Outlook, etc.), and basic computer software.
• Proven organizational, multitasking, and time-management skills, with strong attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proactive, with solid analytical and problem-solving skills.
• Ability to function well in a high-paced environment and prioritize tasks with minimal supervision.
• Maintains a high level of confidentiality and discretion.

Minimum Qualifications:

Education and Experience:

• High school diploma or equivalent required; Associate’s degree in office administration or related field preferred.
• At least two (2) years of administrative and clerical experience desired.

Licenses/Certifications: N/A

Work Authorization: Must be authorized to work in the United States. Candidates may be asked to pass a drug test and/or background check depending on location and approval to driving privileges.