Administrative Assistant Reception

Job Title:

Administrative Assistant - Reception

Location:

Akron, OH

Schedule:

Monday-Friday, Full-Time

Start Date:

Next Week Preferred

We are conducting interviews this week and looking to hire immediately. Candidates who can complete a two-step phone interview process and start next week are strongly encouraged to apply.

Job Description

This role provides comprehensive administrative support across sales, marketing, quality, and general office processes and systems, while serving as the first point of contact for visitors and callers at a laboratory and office location. The position handles a variety of clerical and organisational tasks, supports CRM and reporting activities, and manages front-of-house reception duties, including greeting guests and maintaining a professional, welcoming environment.

Some responsibilities may involve handling sensitive or confidential information, requiring discretion and a high level of integrity.

Responsibilities

+ Greet visitors upon arrival at the laboratory and office, ensure they are welcomed professionally, and manage on-site visitor logging and pass issuance when required.

+ Answer incoming telephone calls, determine the purpose of the call, and forward callers to the appropriate personnel or department in a timely and courteous manner.

+ Retrieve messages from voicemail and promptly forward them to the relevant team members.

+ Provide callers and visitors with accurate information about the organisation, including address, directions, and other general enquiries.

+ Support CRM (INFOR) sales activities for the internal sales team, including accurate data entry and assistance with training documentation and support materials.

+ Create, edit, and verify the accuracy of sales and marketing reports by pulling data from multiple sources and ensuring information is clearly presented.

+ Assist with quality system documentation requirements, including editing documents, maintaining data storage and organisation, and updating records as needed.

+ Maintain calendars, schedule appointments, and coordinate meeting room bookings to support efficient use of office space and resources.

+ Receive, sort, and route incoming mail, and manage the distribution and routing of publications throughout the office.

+ Use Microsoft Office 365 applications to prepare correspondence, reports, and other documents, ensuring a high standard of presentation and accuracy.

+ Operate office equipment such as photocopiers, scanners, and fax machines, and coordinate servicing or maintenance of equipment when necessary.

+ Act as the main point of contact for office and kitchen supplies, including monitoring stock levels and placing orders as required.

+ Coordinate food orders and logistics for on-site events and meetings, ensuring arrangements are in place and delivered as planned.

+ Monitor and ensure appropriate coverage of front door access through security systems, supporting a safe and secure workplace.

+ Handle clerical duties and general administrative tasks as needed to support smooth day-to-day office operations.

+ Maintain confidentiality when dealing with sensitive or confidential information, following organisational policies and procedures.

+ Support safety and security procedures, including following guidance from the safety officer and occasionally leading safety and security practices when required.

Essential Skills

+ Proven experience in administrative support, including handling a variety of clerical and office tasks.

+ Strong data entry skills with a focus on accuracy and attention to detail.

+ Demonstrated customer service skills, including managing difficult or emotional situations and responding promptly to customer needs.

+ Proficiency in Microsoft Office 365 applications, including creating correspondence, reports, and other documents.

+ Ability to operate and troubleshoot standard office equipment such as photocopiers, scanners, and fax machines.

+ Excellent verbal and written communication skills, including the ability to listen actively, seek clarification, and write clearly and informatively.

+ Strong organisational and planning abilities, with the capacity to prioritise and plan work…