Receptionist

Job Summary

The Receptionist serves as the first point of contact for Total Plastic Solutions (TPS) and is responsible for creating a welcoming, professional, and positive experience for employees, visitors, vendors, and customers. This position manages front desk operations, handles incoming communications, and provides administrative support to the Human Resources department to ensure efficient daily office operations.

The ideal candidate will demonstrate strong communication, organizational, and customer service skills while maintaining professionalism, confidentiality, and attention to detail.

Essential Duties and Responsibilities

Duties and responsibilities include, but are not limited to, the following:

1. Greet and welcome employees, visitors, vendors, and customers in a friendly, courteous, and professional manner.
2. Answer, screen, and direct incoming telephone calls promptly and efficiently, ensuring accurate messages are taken and delivered when necessary.
3. Manage daily front desk operations, ensuring the reception area remains clean, organized, professional, and welcoming.
4. Receive, sort, distribute, and process incoming and outgoing mail, packages, and other correspondence.
5. Monitor and respond to general inquiries received through telephone calls, emails, and in-person visits.
6. Provide administrative support to the Human Resources department, including data entry, filing, scanning, copying, and preparing documents.
7. Assist with scheduling appointments, meetings, interviews, and coordinating visitor arrivals as directed.
8. Provide accurate information regarding company policies, procedures, and general operations while directing inquiries to the appropriate personnel.
9. Maintain organized and accurate records, files, and documentation in accordance with company procedures.
10. Communicate and coordinate effectively with other departments to support daily operations and ensure efficient workflow.
11. Maintain strict confidentiality when handling employee records, company information, and other sensitive documentation.
12. Demonstrate professionalism, dependability, and a positive attitude while representing the company.
13. Follow all applicable company policies, procedures, safety requirements, and workplace standards.
14. Understand and apply applicable requirements of ISO 13485, AS9100, and ISO 9001 as they relate to assigned job responsibilities.
15. Perform additional administrative tasks and other related duties as assigned by the HR Manager.

Requirements and Qualifications

Education

• High school diploma or GED required.
• Additional education or certification in office administration, business administration, or a related field preferred.

Certifications or Licenses

• No specific certifications or licenses required.

Essential Knowledge and Skills

• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
• Excellent customer service and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and accuracy when completing administrative tasks.
• Ability to work independently while maintaining effective communication with management and other departments.
• Professional appearance, demeanor, and telephone etiquette.
• Ability to adapt to changing priorities in a fast-paced manufacturing environment.
• Basic knowledge of general office procedures, filing systems, and standard office equipment.

Work Experience

• Previous experience as a receptionist, administrative assistant, or in a similar office support position preferred.
• Experience in a manufacturing or Human Resources environment is a plus.
• Demonstrated ability to provide professional customer service and manage multiple tasks efficiently.
  

Physical Requirements

• Ability to sit for extended periods while performing administrative duties.
• Occasional standing, walking, bending, reaching, and moving throughout the facility.
• Ability to operate standard office equipment, including computers, telephones, printers, and copiers.
• Ability to lift and carry office supplies or packages weighing up to 20 pounds as needed.
• Ability to perform repetitive tasks such as typing, filing, and data entry.
• Ability to perform the essential functions of the position, with or without reasonable accommodation.

Work Environment

• Primarily performed in a professional office and reception environment within a manufacturing facility.
• Frequent interaction with employees, visitors, vendors, customers, and management.
• Requires the ability to manage interruptions and changing priorities while maintaining professionalism and accuracy.
• Occasional exposure to manufacturing areas, including production noise and operational activities, when required.
• Must follow all applicable company safety policies and procedures when entering production areas.

Additional Position Information

Teleworking: This position is not eligible for teleworking and requires regular on-site attendance.

Position Coverage: The HR Manager is the designated backup responsible for covering essential receptionist duties during absences.

Benefits: 

• Competitive salary
• Health, dental, and vision insurance
• Paid time off (PTO)
• 401k with company match
• Paid holidays
• Life and disability insurance 
• Employee assistance program 
• Professional development opportunities