Administrative Assistant Reception

Job Title:

Administrative Assistant / Reception

Job Description

The Administrative Assistant / Reception 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. This position manages front desk reception, supports CRM and reporting activities, maintains documentation and office resources, and performs a variety of clerical duties, including tasks of a sensitive or confidential nature.

Responsibilities

+ Greet guests and on-site visitors in a professional and welcoming manner, log visitors, and issue passes when required.

+ Retrieve messages from voicemail and promptly forward them to the appropriate personnel.

+ Answer incoming telephone calls, determine the purpose of callers, and route calls to the appropriate personnel or department.

+ Provide callers with accurate information about the organization, including address, directions, and other requested details.

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

+ Create, edit, and verify the accuracy of sales and marketing reports by pulling and consolidating data from multiple sources.

+ Support quality system documentation requirements by editing documents and maintaining data storage and organization as needed.

+ Maintain calendars, schedule appointments, and coordinate meeting room usage as required.

+ Receive, sort, and route incoming mail, and maintain and distribute publications.

+ Use Microsoft Office 365 applications to create correspondence, reports, and other documents as necessary.

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

+ Serve as the office point of contact for office and kitchen supplies, including monitoring inventory and placing orders.

+ Coordinate food orders and logistics for on-site events and meetings.

+ Ensure consistent coverage of front door access through security systems as needed.

+ Follow and occasionally lead safety and security procedures in support of the safety officer.

+ Perform other clerical and administrative duties as assigned to support smooth office operations.

Essential Skills

+ Proven administrative support experience, including handling reception duties, data entry, and general office tasks.

+ Strong customer service skills with the ability to manage difficult or emotional situations and respond promptly to customer needs.

+ Proficiency with Microsoft Office applications, particularly within the MS Office 365 suite (e.g., Word, Excel, Outlook).

+ Accurate and efficient data entry skills with attention to detail.

+ Clear and informative written communication skills and the ability to listen effectively and seek clarification when needed.

+ Ability to prioritize and plan work activities, manage time efficiently, and meet commitments.

+ Demonstrated professionalism, treating others with respect and consideration regardless of status or position.

+ Dependability in following instructions, responding to direction, and completing administrative tasks correctly and on time.

+ Consistent attendance and punctuality, being reliably at work and on time.

+ Ability to maintain confidentiality and handle sensitive information with integrity.

Additional

Skills & Qualifications

+ Strong ethics, including treating people with respect, keeping commitments, working with integrity, and upholding organizational values.

+ Demonstrated design and formatting skills with strong attention to detail in documents and reports.

+ Basic project management capabilities, including communicating changes and progress to relevant stakeholders.

+ Team-oriented mindset, balancing individual and team responsibilities, contributing to a positive team spirit, and supporting others' success.

+ Commitment to organizational support by following policies and procedures, supporting organizational goals and values, and respecting diversity.

+ Effective planning and organizing skills, with the ability to prioritize tasks and use time efficiently.

+ Willingness to support safety and security initiatives, including following and occasionally leading safety and security procedures.

+ High level of initiative, including volunteering readily, seeking increased responsibilities, and asking for or offering help when needed.

Work…