Administrative Receptionist

Description

Position Summary:

The Administrative Receptionist serves as the first point of contact for the company and plays a key role within the Administration Department. This position is responsible for managing communications, coordinating purchase orders, assisting with vendor relationships, and processing invoices. Success in this role requires strong organization, attention to detail and the ability to manage multiple requests while ensuring tasks are completed accurately and efficiently. This role supports internal teams and executive leadership by maintaining structure, accountability, and consistency in daily operations.

Key Responsibilities:

• Answer incoming calls professionally and direct inquiries appropriately.

• Create, enter, and manage purchase orders through completion and confirmation.

• Process and prepare invoices for payment, ensuring accuracy and proper documentation.

• Support vendor coordination and assist with resolving order and billing discrepancies.

• Maintain office supply inventory and coordinate ordering as needed.

• Submit customer feedback reports

• Perform scanning, filing, and document organization to maintain accurate records.

• Handle data entry, mail distribution, and general administrative tasks.

• Assist with claims processing.

• Support the Administration Department and leadership team with ongoing projects.

Desired Skills & Qualifications:

• Proficiency in Microsoft Office (Excel, Word, Outlook)

• Strong organizational skills with the ability to manage multiple priorities.

• High attention to detail and accuracy in all work.

• Effective written and verbal communication skills.

• Ability to adapt in a fast-paced, structured environment.

• Self-starter who can work independently and follow through on tasks.

• Professional demeanor with a positive, team-oriented attitude.

• Previous administrative or customer service experience preferred.

• Ensure all tasks are completed in alignment with established processes and department standards.