Team Resources Receptionist

About the Role

The TR Receptionist serves as the first point of contact for employees, visitors, and candidates, delivering prompt, efficient, and courteous service to all team members and guests. This hybrid role combines front-desk responsibilities with administrative and Team Resources support to ensure a seamless and professional experience. The role plays a key part in maintaining a welcoming and organized environment while handling a variety of administrative tasks that support HR operations. In addition to providing exceptional customer service, the receptionist proactively identifies and suggests process improvements to enhance efficiency and streamline operations.

Responsibilities

• Greet and assist visitors, ensuring they are properly signed in and connected with the appropriate team member.
• Answer incoming calls, route them appropriately, take messages, and respond to general inquiries.
• Maintain a clean, professional, and welcoming reception area.
• Log visitor information and issue badges or passes as required.
• Update EZ Text software with new team members’ information.
• Assist with DTM travel arrangements.
• Create flyers and visual materials for events using Canva.
• Receive, sort, and distribute incoming mail and packages.
• Assist with organizing and maintaining TR records, both electronic and physical.
• Perform administrative tasks such as filing, photocopying, scanning, and data entry.
• Distribute internal HR communications, such as memos, policy updates, and event announcements.
• Order office supplies and track inventory levels.
• Assist with compliance-related documentation and postings (e.g., EEO notices, labor law updates).
• Exercise discretion and sound judgment when handling sensitive or confidential information.
• Represent the company with professionalism, integrity, and courtesy in all interactions.
• Provide additional administrative support to the Team Resources team or other departments as needed.

Requirements

• Excellent written and verbal communication skills.
• Excellent customer service and a people-centric attitude.
• A warm, welcoming presence.
• Working knowledge of Microsoft Office products.
• Ability to multitask.
• Desire to serve and support others.

Preferred Qualifications

• Experience with HRIS Systems (ADP).
• Experience with postage/mail management systems (e.g., Pitney Bowes).

Tools

• Multi-line phone system (for handling inbound and outbound calls).
• Canva (for creating basic flyers or communication materials).
• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Email and calendar software (Outlook or equivalent).
• Visitor management system (for logging guests and issuing badges).

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Ability to lift up to 50 pounds occasionally.
• Ability to visually inspect and interpret designs on screen and in print.
• Requires close vision, distance vision, and depth perception.

Working Conditions

This work is deadline-oriented, requires multitasking, and may involve a fluctuating work schedule with flexibility within the workday. Frequent use of a computer and other office equipment is necessary. Requires the ability to work and interact with others, both in person and through phone, electronic, and written correspondence. Strong listening skills, clear communication, attention to detail, and focused work are essential.

Location: Westfield, IN

FLSA Status: Non-Exempt (subject to review based on actual job duties and compensation).