Office Administrator

Position Summary

The Receptionist / Administrative Coordinator serves as the first point of contact for visitors, customers, vendors, and employees while providing administrative support across multiple departments. This role is responsible for front desk operations, document management, office administration, report preparation, meeting and visitor coordination, and general business support activities.

Essential Duties And Responsibilities

• Answer and direct incoming phone calls professionally.
• Greet and assist visitors, customers, vendors, candidates, and employees.
• Manage visitor sign-in procedures and notify employees of guest arrivals.
• Maintain a professional and organized reception area.
• Receive, sort, scan, and distribute incoming mail and business documents.
• Routinely route invoices and correspondence to appropriate departments.
• Maintain electronic filing systems and shared records.
• Scan, organize, upload, and archive customer order documentation.
• Retrieve and print documents from company systems as required.
• Maintain customer files and supporting records.
• Utilize Microsoft Office and Syteline ERP to support daily business operations.
• Prepare and distribute recurring reports.
• Aid with invoice retrieval, distribution, and record management activities.
• Maintain accurate records and administrative files.
• Support departmental projects and other administrative functions as assigned.
• Monitor office and breakroom supply levels and coordinate replenishment.
• Aid in procurement of office supplies and related materials.
• Cook up facility-related administrative needs with internal departments.
• Help maintain an organized and professional office environment.
• Coordinate conference room scheduling and setup for meetings, customer visits, and interviews.
• Arrange refreshments, catering, and visitor accommodations as needed.
• Support employee events, recognition activities, and company functions.
• Maintain and distribute monthly after-hours on-call schedules for service technicians.
• Cook up schedule updates to accommodate employee vacation and time-off requests.
• Distribute daily call activity reports received from the company's after-hours answering service.
• Maintain records and communication related to after-hours support operations.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, receptionist, or office support experience preferred.
• Proficiency in Microsoft Outlook, Excel, and Word.
• Ability to learn and utilize ERP systems, including Syteline.
• Strong organizational, communication, and multitasking skills.
• Attention to detail and ability to manage multiple priorities.
• Professional and customer-focused demeanor.

Key Competencies

• Customer Service
• Communication
• Organization & Planning
• Attention to Detail
• Time Management
• Confidentiality
• Multitasking
• Teamwork
• Professionalism

Compensation

$20-25/hr

Please note that the pay ranges listed on external job boards, outside our posting details, do not accurately reflect our internal compensation ranges.

What’s in it for you?

• Total compensation includes your salary, comprehensive medical/dental programs, as well as life insurance, a generous paid time off program, and a retirement savings plan with a company match.
• No waiting period for benefits – you are eligible on your first day of employment!

Pro Mach, Inc.

• Named to the Inc. 5,000 list of the fastest growing private companies in the U.S. seven times.
• Introduces innovative products, enters new markets, expands global presence, and actively acquires new capabilities.
• Offers growth opportunities, benefits, and a rewarding work environment.

Equal Opportunity Employer

• Pro Mach uses E-Verify to verify employment eligibility of all new hires to work in the United States.
• Pro Mach is a drug-free workplace.
• We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.