What are the responsibilities and job description for the Receptionist / Office Administrator position at Mr Greens Produce?
Overview
Mr. Greens has proudly grown into one of the largest privately-owned produce distributors in Florida. With deliveries 365-days a year, 7-days a week and multiple runs per day, Mr. Greens has set the gold standard for service. Mr. Greens serves a large variety of clients, including restaurants, hotels, country clubs, caterers, grocery stores and retail outlets.
Position Summary
The Receptionist / Office Administrator serves as the first point of contact for visitors, customers, vendors, and employees while providing comprehensive administrative support to ensure efficient day-to-day office operations. This role requires excellent customer service skills, strong organizational abilities, professionalism, and the capability to manage multiple priorities in a fast-paced environment.
Essential Duties And Responsibilities
Front Desk & Reception
Education
Mr. Greens has proudly grown into one of the largest privately-owned produce distributors in Florida. With deliveries 365-days a year, 7-days a week and multiple runs per day, Mr. Greens has set the gold standard for service. Mr. Greens serves a large variety of clients, including restaurants, hotels, country clubs, caterers, grocery stores and retail outlets.
Position Summary
The Receptionist / Office Administrator serves as the first point of contact for visitors, customers, vendors, and employees while providing comprehensive administrative support to ensure efficient day-to-day office operations. This role requires excellent customer service skills, strong organizational abilities, professionalism, and the capability to manage multiple priorities in a fast-paced environment.
Essential Duties And Responsibilities
Front Desk & Reception
- Greet visitors, customers, vendors, and employees in a professional and welcoming manner.
- Answer, screen, and direct incoming phone calls promptly and courteously.
- Manage visitor sign-in procedures and maintain visitor logs.
- Receive, sort, and distribute incoming mail, packages, and deliveries.
- Coordinate outgoing mail, courier services, and shipping requests.
- Maintain the appearance and organization of the reception area and common spaces.
- Provide administrative support to department managers and leadership teams.
- Schedule meetings, conference rooms, and company events as needed.
- Maintain employee directories, office contact lists, and organizational paperwork.
- Prepare correspondence, reports, spreadsheets, presentations, and internal communications.
- Assist with filing, recordkeeping, document management, and data entry.
- Maintain confidentiality of company and employee information.
- Monitor and order office supplies, ensuring appropriate inventory levels.
- Coordinate office equipment maintenance and service requests.
- Assist with vendor relationships and office service providers.
- Support onboarding activities for new employees, including preparing workspaces and materials.
- Coordinate company lunches, meetings, and special events as requested.
- Maintain office organization and ensure an efficient and professional work environment.
- Assist Human Resources with onboarding documentation and employee forms.
- Support employment verification requests and personnel file maintenance.
- Assist with scheduling interviews and coordinating candidate visits.
- Serve as a resource for employees requiring administrative assistance.
- Respond to general inquiries from customers, vendors, and employees.
- Direct inquiries to the appropriate department for resolution.
- Maintain a positive and professional image of the company at all times.
Education
- High School Diploma or GED required.
- Associate degree in Business Administration or related field preferred.
- Minimum of 2 years of receptionist, administrative assistant, office coordinator, or related experience preferred.
- Experience working in a fast-paced office environment.
- Previous experience supporting multiple departments is a plus.
- Excellent verbal and written communication skills.
- Strong customer service and interpersonal skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
- Strong organizational and time management skills.
- Attention to detail and accuracy.
- Ability to manage multiple priorities and meet deadlines.
- Professional appearance and demeanor.
- Ability to maintain confidentiality and handle sensitive information.
- Bilingual English/Spanish preferred.
- Prolonged periods of sitting, standing, and working on a computer.
- Ability to occasionally lift and carry items up to 25 pounds.
- Ability to move throughout the office as needed.
- Primarily office-based environment.
- Frequent interaction with employees, customers, vendors, and visitors.
- Standard business hours with occasional flexibility required to support business needs.
- Customer Focus
- Professionalism
- Communication
- Organization
- Time Management
- Problem Solving
- Attention to Detail
- Adaptability
- Reliability
- Teamwork
- Health insurance
- 401(k)
- Paid time off
- Vision insurance
- Health savings account
- Dental insurance
- Life insurance
- Employee assistance program
- Disability insurance
- Paid holidays
- Weekly payroll