What are the responsibilities and job description for the Office Manager/Receptionist position at Robin Industries, Inc.?
REPORTS TO: Director, Human Resources & Risk Management
PURPOSE:The Office Manager / Receptionist plays a vital role in creating a professional, efficient, and welcoming environment at the company’s headquarters. This position serves as the first point of contact for visitors and callers, manages front desk operations, and provides administrative support to staff and leadership. The Office Manager is responsible for ensuring the smooth day-to-day functioning of the office, coordinating logistics, supporting internal operations, and helping to maintain a well-organized, productive workplace.
ESSENTIAL FUNCTIONS:Greet and direct visitors in a courteous and professional manner.
Answer and route incoming phone calls; take and relay accurate messages.
Maintain a clean, organized, and welcoming reception area.
Check in guests and maintain visitor logs in accordance with security protocols.
Receive and distribute incoming mail, packages, and deliveries; manage outgoing mail and shipments.
Maintain and monitor office supply inventory; reorder as necessary.
Coordinate domestic and international travel arrangements for employees, including VISA and passport support.
Provide general administrative support to staff and executives, including calendar scheduling and meeting preparation.
Support the onboarding of new employees (desk setup, welcome materials, facility access, etc.).
Coordinate internal office events, meetings, and catering requests.
Serve as liaison with building management and vendors (e.g., janitorial, maintenance, IT support).
Monitor and manage office equipment, ensuring maintenance and repairs are scheduled as needed.
Assist with expense reporting and petty cash tracking as requested.
Ensure compliance with health, safety, and emergency procedures.
Collaborate cross-functionally with HR, IT, and other departments to support smooth daily operations.
Respond promptly and professionally to inquiries from staff, clients, and vendors.
High school diploma or equivalent required; associate or bachelor's degree a plus.
Minimum 2 years of experience in an office setting; prior experience supporting executive teams or in a receptionist/office manager role preferred.
Excellent verbal and written communication skills.
Strong interpersonal skills with a professional demeanor.
Exceptional organizational and time management skills; able to manage multiple tasks with attention to detail.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with Webex a plus.
Ability to exercise discretion and maintain confidentiality.
Self-starter with a positive attitude and strong sense of customer service.