Administrative Assistant – Front Desk

SHINE Technologies is seeking an Administrative Assistant to manage the Janesville headquarters front desk and reception area.

About the role

This position 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. The base salary range for this position is $19.23 - $21.63 per hour plus a comprehensive compensation package.

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 and Physical Effort

• 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.
• Employees must be able to perform the essential functions of the position satisfactorily. If requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of this job, absent undue hardship.

Additional Requirements

Eligibility for employment is conditioned on the applicant’s ability to qualify for access to information subject to U.S. Export Controls. Additionally, applicant’s eligibility may be conditioned based upon meeting the Nuclear Regulatory Commission requirements for access to Safeguards Information, which typically requires a pre-employment drug screen, fingerprinting, and criminal background check.

Pay

$19.23 - $21.63 per hour plus a comprehensive compensation package.