Receptionist & Administrative Coordinator

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Maine Office, Scarborough, ME, US

6 days ago Requisition

Salary Range: $18.50 To $28.00 Hourly

The Receptionist & Administrative Coordinator is a key member of the team, serving as the first point of contact for visitors, callers, and employees while ensuring the efficient day-to-day operation of the office. This role combines front desk reception with administrative and office coordination responsibilities, including managing office supplies, coordinating travel arrangements, supporting internal operations, and maintaining a professional, organized, and welcoming workplace environment.

The ideal candidate is highly organized, customer service-focused, and able to manage multiple priorities while delivering exceptional support to employees and guests.

Duties include, but are not limited to:

• Serve as the first point of contact for visitors, providing a professional and welcoming experience.
• Answer, screen, and direct incoming telephone calls in a courteous and efficient manner.
• Manage the reception area and ensure a clean, organized, and professional office environment.
• Coordinate office operations, including ordering and maintaining office, kitchen, and breakroom supplies.
• Monitor inventory levels and proactively replenish supplies as needed.
• Coordinate catering and meal arrangements for meetings.
• Arrange travel including flights, hotels, rental cars, and itineraries for Sr. leadership and others as needed.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Schedule conference rooms and assist with meeting logistics.
• Provide administrative support to various departments as needed.
• Assist Marketing with planning and coordination of employee events, meetings, and office activities.
• Coordinate with facilities regarding office maintenance needs.
• Support special projects and perform additional administrative duties as assigned.
• Maintain confidentiality of sensitive information and company records.

• Work is performed primarily in a quiet office environment.
• Must be able to hear and speak clearly in order to communicate with visitors, callers, employees, vendors, and other business contacts.
• Must be able to type and use standard office equipment, including a computer, phone, copier, printer, and related office technology.
• Must be able to sit for extended periods of time while performing computer-based and administrative work.
• Must be able to stand, walk, bend, stoop, reach, and move throughout the office as needed to stock supplies, receive deliveries, organize storage areas, and support office operations.
• Must be able to occasionally lift, carry, push, or pull office supplies, packages, or materials consistent with office administrative duties.

• High School diploma required; associate degree or additional education preferred.
• 2+ years of experience in a receptionist, administrative assistant, office coordinator, or customer service role preferred.
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
• Professional appearance and demeanor.
• Positive, energetic, and customer-focused attitude.
• Ability to work independently and collaboratively within a team environment.
• Strong problem-solving skills and willingness to take initiative.
• Dependable, flexible, and adaptable to changing priorities.