Office Administrator

Join Pro Mach

Whether you're creative, strategic, persuasive, or mechanically inclined, there's a place for you here. Be a problem-solver, a closer, a futurist - whatever drives you.

At Pro Mach, you'll be challenged and rewarded as you help improve packaging performance and shape the future of automation. And we'll be proud to have you on the journey.

Position Summary

The Receptionist / Administrative Coordinator serves as the first point of contact for visitors, customers, vendors, and employees while providing administrative support across multiple departments. This role is responsible for front desk operations, document management, office administration, report preparation, meeting and visitor coordination, and general business support activities.

Essential Duties and Responsibilities

Front Desk & Customer Service

• Answer and direct incoming phone calls professionally.
• Greet and assist visitors, customers, vendors, candidates, and employees.
• Manage visitor sign-in procedures and notify employees of guest arrivals.
• Maintain a professional and organized reception area.

Mail, Records & Document Management

• Receive, sort, scan, and distribute incoming mail and business documents.
• Route invoices and correspondence to appropriate departments.
• Maintain electronic filing systems and shared records.
• Scan, organize, upload, and archive customer order documentation.
• Retrieve and print documents from company systems as required.
• Maintain customer files and supporting records.

Administrative & Reporting Support

• Utilize Microsoft Office and Syteline ERP to support daily business operations.
• Prepare and distribute recurring reports.
• Assist with invoice retrieval, distribution, and record management activities.
• Maintain accurate records and administrative files.
• Support departmental projects and other administrative functions as assigned.

Office Operations & Supply Management

• Monitor office and breakroom supply levels and coordinate replenishment.
• Assist with procurement of office supplies and related materials.
• Coordinate facility-related administrative needs with internal departments.
• Help maintain an organized and professional office environment.

Meeting, Visitor & Event Coordination

• Coordinate conference room scheduling and setup for meetings, customer visits, and interviews.
• Arrange refreshments, catering, and visitor accommodations as needed.
• Support employee events, recognition activities, and company functions.

Service Administration Support

• Maintain and distribute monthly after-hours on-call schedules for service technicians.
• Coordinate schedule updates to accommodate employee vacation and time-off requests.
• Distribute daily call activity reports received from the company's after-hours answering service.
• Maintain records and communication related to after-hours support operations.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, receptionist, or office support experience preferred.
• Proficiency in Microsoft Outlook, Excel, and Word.
• Ability to learn and utilize ERP systems, including Syteline.
• Strong organizational, communication, and multitasking skills.
• Attention to detail and ability to manage multiple priorities.
• Professional and customer-focused demeanor.

Key Competencies

• Customer Service
• Communication
• Organization & Planning
• Attention to Detail
• Time Management
• Confidentiality
• Multitasking
• Teamwork
• Professionalism

Compensation: $20-$25/hr

What's in it for you?

There's no monopoly on innovative ideas or limits to how far you can advance with our team. We offer an open, communicative environment that fosters individual initiative. We pride ourselves in being a company where people are happy and choose to build a career.

In addition to growth opportunities, as a Pro Mach employee, you receive more than just a paycheck. Total compensation includes your salary, comprehensive medical/dental programs, as well as life insurance, a generous paid time off program, and a retirement savings plan with a company match. And because we understand the importance of feeling protected, there is no waiting period for benefits – you are eligible on your first day of employment!

Pro Mach, Inc. was named to the Inc. 5,000 list of the…