Front Desk Receptionist

Avcon Industries partners with governments and organizations globally for custom special-mission aircraft modifications. They are a one stop shop that handles design, manufacturing, installation, and certification. The internal team consists of design engineers, in house FAA DER teams, modification/fabrication technicians, installation technicians and test pilots.

Avcon Industries is seeking a professional, organized, and customer-focused Receptionist / Office Coordinator to serve as the first point of contact for visitors, clients, candidates, and vendors. This role is responsible for ensuring the smooth day-to-day operation of the front office while providing administrative support across multiple business functions.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This individual will play a key role in creating a positive experience for visitors and supporting company operations through administrative coordination, travel management, accounting support, office organization, and general office administration.

Key Responsibilities

• Serve as the primary point of contact for incoming visitors, clients, candidates, and vendors
• Answer and direct incoming phone calls in a professional and courteous manner
• Greet guests and ensure a positive visitor experience
• Coordinate and direct visitors to appropriate meeting locations and personnel
• Maintain organized filing systems and company records
• Prepare, copy, scan, and distribute business documents as needed
• Assist company leadership with administrative projects and special assignments
• Perform additional duties as assigned by company leadership
• Monitor and maintain office, kitchen, and customer hospitality supplies
• Coordinate the ordering and inventory management of company merchandise and promotional items
• Arrange and coordinate lunches, refreshments, and supplies for meetings and company events
• Ensure meeting areas and common spaces remain organized and presentable
• Coordinate light office maintenance and vendor service requests
• Arrange business travel, including flights, hotels, rental cars, and itineraries
• Maintain travel records and reimbursement tracking spreadsheets
• Assist employees with travel-related documentation and expense reporting
• Manage monthly corporate credit card reconciliations, ensuring receipts are collected and expenses are properly coded
• Compile and organize invoices, purchase orders, packing lists, and supporting documentation for weekly accounting submissions
• Verify approvals and required documentation prior to submission
• Coordinate the preparation and shipment of weekly accounting packets to corporate offices
• Route and coordinate inbound sales inquiries to appropriate team members
• Support customer communications and administrative follow-up as needed

Qualifications

• High school diploma or equivalent required; associate degree preferred
• 2 years of receptionist, administrative assistant, office coordinator, or related experience pre
• ferred.Strong verbal and written communication skills
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams
• Excellent organizational skills and attention to detail
• Ability to manage multiple priorities while maintaining accuracy and professionalism
• Strong customer service mindset and a positive, team-oriented attitude
• Ability to handle confidential information with discretion