Administrative Assistant Reception

Administrative Assistant / Reception

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.

• 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.

• 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.

• 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.

The role is based in a laboratory and office environment with a front desk reception area.…