What are the responsibilities and job description for the Receptionist/Administrative Assistant position at Matrix Design Group LLC?
Matrix designs, manufactures, and sells innovative technological products that help keep people safe. Originally focused on the underground coal mining industry, Matrix has expanded into new industrial markets in the United States and globally.
We are currently seeking a Front Desk Receptionist. This role serves as the first point of contact for visitors and employees, ensuring a secure and welcoming environment. This role combines reception duties with administrative responsibilities, including expense report preparation and support for training center operations. This position works in a team environment at our office in Newburgh, IN. This is not a remote position.
This position reports to the Vice President Human Resources.
Duties And Responsibilities
Reception & Security
Employment Eligibility & Verification
All applicants must be able to provide proof of eligibility to work in the United States. Employment is contingent upon the successful completion of the I-9 form, as required by federal law. Additionally, candidates will be required to undergo an employment verification process before beginning work. Please note that we do not offer sponsorship for work authorization (e.g., H-1B, TN, or other visas) at this time.
The employee is occasionally required to stand, walk and stoop, or crouch. The employee may need to lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Benefits
We are currently seeking a Front Desk Receptionist. This role serves as the first point of contact for visitors and employees, ensuring a secure and welcoming environment. This role combines reception duties with administrative responsibilities, including expense report preparation and support for training center operations. This position works in a team environment at our office in Newburgh, IN. This is not a remote position.
This position reports to the Vice President Human Resources.
Duties And Responsibilities
Reception & Security
- Greet and check in customers and employees, ensuring compliance with building assess protocols
- Manage visitor logs and issue temporary badges
- Monitor entry points and coordinate with security for locked building procedures
- Prepare and process expense reports using company-approved templates and systems
- Assist with scheduling training sessions, meetings, and conference rooms
- Handle incoming calls, emails and mail distribution
- Maintain office supplies and common areas for efficiency and cleanliness
- Support instructors and staff with setup and logistics for customer training sessions
- Ensure training materials and refreshments are prepared as needed.
- Assist with data entry, filing, and documentation management
- Participate in special projects or events as assigned
- Coordinate lunches with management
- Other duties as assigned
Employment Eligibility & Verification
All applicants must be able to provide proof of eligibility to work in the United States. Employment is contingent upon the successful completion of the I-9 form, as required by federal law. Additionally, candidates will be required to undergo an employment verification process before beginning work. Please note that we do not offer sponsorship for work authorization (e.g., H-1B, TN, or other visas) at this time.
- High school diploma or equivalent; Associate degree preferred
- Proficiency in Microsoft Office Suite and expense reporting tools
- Strong organizational and communication skills
- Ability to maintain confidentiality and handle sensitive information
- Customer service mindset with attention to detail
- Professional demeanor and reliability
- Ability to multitask in a fast-paced environment
- Familiarity with security protocols for controlled-access facilities
- The working conditions will be in a climate-controlled office setting. Travel between buildings on campus and local travel is expected.
The employee is occasionally required to stand, walk and stoop, or crouch. The employee may need to lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Benefits
- First day coverage of all benefits - no waiting period
- Premium free medical, dental and vision insurance – working spouse must take single major medical at their place of employment if offered
- On-site health clinic
- Basic Life (2x annual base salary at no cost)
- Optional Life and Accidental Death and Dismemberment (AD&D) insurance
- Short-Term and Long-Term Disability insurance (no cost)
- 401(k) Plan with up to an 8% company match
- FSA for Health Care and Dependent Care
- 10 Paid annual holidays plus vacation time
- Educational Reimbursement Program
- Scholarship Program
- Optional Gym Membership
- ESports Room
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