Receptionist/Executive Assistant

Position Summary:

We are seeking a highly organized, professional, and proactive Receptionist / Executive Assistant to serve as the first point of contact for our company. This role is responsible for managing front desk operations, supporting executive and HR functions, and ensuring smooth day-to-day administrative processes. The ideal candidate will be detail-oriented, tech-savvy, and capable of handling a wide range of tasks with discretion and efficiency.

Key Responsibilities:

Front Desk & Office Management

• Greet and assist visitors, vendors, and employees in a professional and courteous manner.
• Manage incoming calls, voicemails, and direct inquiries to appropriate personnel.
• Maintain reception area cleanliness and organization.
• Monitor and manage mail, packages, and postage supplies.
• Coordinate with shipping/receiving and logistics teams for deliveries and pickups.
• Maintain and update extension lists and contact directories.

Administrative & Executive Support

• Provide administrative support to executives and HR, including scheduling, travel arrangements, and event coordination.
• Assist with hotel and flight bookings for employees and guests.
• Prepare and distribute weekly vacation schedules and mass mailings.
• Manage petty cash and reconcile monthly balances.
• Maintain and update internal documentation and filing systems.

Human Resources Support

• Assist with onboarding tasks such as creating employee certificates, anniversary recognitions, and employee of the month awards.
• Coordinate retirement celebrations, funeral plant orders, and employee appreciation events.
• Support HR with UKG system access, password resets, and employee communications.
• Post internal announcements and updates using Visix and Canva.

Accounts & Data Entry

• Enter and verify daily checks and credit card receipts for internal audits.
• Support Accounts Payable and Receivable processes, including PO creation, vendor setup, and invoice coding.
• Maintain accurate records in Jeeves ERP system for customers and vendors.
• Assist with steel log and paint log data entry and compliance tracking.

Marketing & Communications

• Coordinate business card orders and approvals.
• Support social media and marketing efforts by uploading truck photos and managing content folders.
• Monitor and triage inbound messages from platforms like HubSpot.

Qualifications:

• High school diploma or equivalent; associate degree or higher preferred.
• 2 years of experience in a receptionist, administrative, or executive assistant role.
• Proficiency in Microsoft Office Suite, Canva, and cloud-based platforms.
• Familiarity with ERP systems (e.g., Jeeves) and HRIS systems (e.g., UKG) is a plus.
• Excellent communication, organizational, and multitasking skills.
• Ability to handle confidential information with discretion.
• Notary Public certification (or willingness to obtain) preferred.

Work Environment:

• Full-time, on-site position.
• Standard hours: Monday–Friday, 7:30 AM – 4:00 PM.
• Occasional overtime or early arrival may be required for special events.