Office & Reception Administrator

Summary:

The Office & Reception Administrator serves as the first point of contact for employees, visitors, and external partners, ensuring a professional and welcoming office environment. This role is responsible for managing front office operations, coordinating administrative support across departments, and optimizing office services to enhance efficiency. The position requires a proactive approach to office management, vendor coordination, and administrative functions such as invoice processing, mail distribution, and

meeting coordination.

Key Responsibilities:

• Oversee front office operations, maintaining a professional, organized, and welcoming reception area.
• Serve as a key liaison for internal teams, external visitors, and vendors to facilitate seamless office operations.
• Manage inbound and outbound communication, including phone coverage, visitor check-ins, and correspondence distribution.
• Coordinate office supply inventory and procurement to ensure seamless business operations.
• Process invoices and expense tracking for multiple departments in accordance with accounting policies.
• Support company events, meetings, and onboarding initiatives through logistics coordination and materials preparation.
• Manage relationships with office service providers (e.g., facilities, snacks, coffee, water vendors), including contract setup and issue resolution.
• Facilitate new hire onboarding support, including assembling welcome packages and coordinating initial office setup.
• Oversee mail processing, shipping logistics, and package distribution, including FedEx and postage management.
• Ensure compliance with company administrative protocols and contribute to process improvement initiatives.
• Track and submit monthly accruals for the accounting department.
• Assist with special projects and administrative initiatives as assigned.

Qualifications:

• 2-4 years of administrative, office management, or front desk coordination experience.
• High school diploma or equivalent required; some college coursework preferred.
• Proficiency in Microsoft Office Suite and other business applications.
• Strong organizational and time management skills, with a keen attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced, professional environment.
• High level of professionalism, discretion, and customer service orientation.

Other Characteristics:

• Adaptable and able to thrive in a dynamic, evolving workplace.
• Demonstrates initiative and problem-solving abilities to enhance office efficiency.
• Aligns with the values and culture of Trailer Bridge, contributing to a collaborative work environment.

A few Benefits we currently offer:

• Medical, Dental & Vison Coverage
• Mental Health Coverage
• 401k, Life Insurance, Short- & Long-Term Disability Insurance
• Health Savings Account & Flexible Spending Account
• Generous PTO Plan & Paid Holidays
• Class Pass Credits
• Opportunity for internal career advancement
• Mentorship & Leadership Development Programs

EEO/AA Institution. Protected veterans and individuals with disability encouraged to apply.