Receptionist Administrative Assistant

POSITION SUMMARY: The Administrative Assistant/Receptionist serves as the first point of contact for employees, visitors, vendors, and callers while providing administrative support across the organization. This role is responsible for managing front desk operations, assisting with office coordination, supporting HR and corporate events, maintaining company communication updates, ordering and tracking supplies, and supporting various departments with administrative needs.

The ideal candidate is professional, organized, service-oriented, dependable, and able to manage multiple priorities in a fast-paced environment

ESSENTIAL JOB FUNCTIONS:

Reception and Front Desk Support

• Answer and route incoming telephone calls in a professional and timely manner.
• Greet and assist incoming visitors, vendors, employees, and guests.
• Provide general information and directions to visitors and employees.
• Maintain a professional, welcoming, and organized reception area.

Administrative and Office/Department Support

• Order, stock, and maintain office supply inventory and swag
• Order, inventory, and stock Graphic Center print supply items and uniforms as needed.
• Update company organization charts on a regular basis.
• Provide general administrative support to departments assigned.

Employee Engagement and Communications

• Post updates on the MZ Connect webpage, Patio menu, including birthdays, anniversaries, company activities, and event announcements.

Program and Event Support

• Assist with the planning and coordination of major company events, both internal and external i.e., event setup, supply ordering, communication, and follow-up as needed.
• Serve as liaison between mentors and mentoring organizations.
• Assist HR with wellness initiatives, employee engagement activities, and corporate events.
• Order, stock, and inventory new hire and company swag.

Invoice and Vendor Support

• Process Graphic Center temporary labor invoices and Protect Security invoices on a weekly basis for accuracy and submit them for appropriate approval and processing.
• Follow up on invoice or vendor questions as needed.

POSITION REQUIREMENTS/QUALIFICATIONS:

Education: High school diploma or equivalent required; Associate or Bachelor degree preferred.

Experience:

• Prior experience in reception, administrative support, executive assistance, office coordination, or a related role preferred.
• Strong verbal and written communication skills. Excellent customer service and interpersonal skills.
• Strong organizational skills with attention to detail. Ability to manage multiple tasks, deadlines, and priorities.
• Proficiency with Microsoft Office and general office technology.
• Ability to maintain confidentiality and handle sensitive information with professionalism.

Special Skills/Qualifications: Microsoft Office, data entry, records maintenance, project coordination skills, strong verbal and written communication skills, high attention to detail, sense of urgency, cognizant and respectful of sensitive and confidential situations, tact, diplomacy, able to interact with wide variety of personalities