Administrative Assistant - Front Desk

SHINE Technologies is seeking an Administrative Assistant - Front Desk Receptionist to manage the Janesville headquarters front desk and reception area. This role greets and directs all visitors, vendors, clients, and job candidates, ensures completion of visitor sign-in and security procedures, and provides administrative and clerical support to the team in compliance with applicable safety, quality, and regulatory standards.

Responsibilities

• Manage the HQ reception desk.
• Greet visitors, vendors, clients, and job candidates professionally and with positivity.
• Accurately maintain the visitor log and route incoming calls and visitors while following controlled access procedures.
• Answer, screen, and route incoming phone calls; take and relay accurate messages with call-back numbers.
• Maintain a neat, organized reception area, including magazines, refreshments, and general office atmosphere; offer coffee or refreshments to visitors.
• Provide administrative and clerical support to colleagues, including copying, scanning, filing, and data entry as requested.
• Maintain accurate filing systems, records, and databases, both physical and electronic.
• Manage collection of mail and outgoing shipping needs.
• Provide meeting scheduling support for office staff and leadership.
• Prepare and process expense reports and assist with basic invoicing or purchase orders as needed.
• Manage announcement bulletins and employee celebrations.
• Manage the condition of conference rooms adjoining the reception area.
• Monitor, maintain, and order office and kitchen supplies; coordinate with vendors as needed.
• Prep desks, welcome bags, and nametags for new employees.
• Escort vendors as needed.
• Assist corporate support with meetings, company events, and catering needs, keeping dietary restrictions in mind.
• Support on-site logistics for company meetings and events.
• Support special administrative projects and initiatives as needed.
• Other duties as assigned.

Requirements

• High School Diploma or equivalent experience.
• 2+ years of front desk, administrative, or customer service experience preferred.
• Strong computer skills, effective communication skills, friendly and outgoing personality, organizational skills, and ability to respond to requests in an efficient and timely manner.
• Proficient in the Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently with limited supervision.
• Ability to prioritize and adapt in a fast-paced, high-visibility environment.

Working Conditions

• Ability to use a computer, telephone, and standard office equipment.
• Ability to comply with safety and security requirements, including access-controlled areas.
• Exposure to standard office noise and lighting conditions.
• Work environment involves some exposure to hazards or physical risks, which require following basic safety precautions.
• Moderate physical activity. Requires handling of average weight objects up to 40 pounds or standing and/or walking for 2-3 hours per day.

Pay

The base salary range for this position is $19.23 - $21.63 per hour plus a comprehensive compensation package. Salary ranges are determined by role, level, and location.