Administrative Assistant - Front Desk

SHINE Technologies; Janesville (WI); On-site; USD 26,000 - 29,000; Full time

Job summary

SHINE Technologies in Janesville is seeking an Administrative Assistant - Front Desk Receptionist to greet visitors, manage the HQ reception, and provide clerical support. The role ensures smooth visitor sign-in and security procedures and supports the team in compliance with safety and quality standards.

Responsibilities include maintaining the visitor log, routing calls, assisting with office operations, budgets, and meetings.

Qualifications

• High School Diploma or equivalent.
• 2+ years front desk / administrative / customer service experience.
• Proficient in Microsoft Office Suite; strong written and verbal communication.
• Ability to handle confidential information and work independently.

Responsibilities

• Greet visitors and direct to appropriate staff.
• Maintain visitor log and control access procedures.
• Answer and route phone calls; relay messages.
• Keep reception area neat; assist with clerical tasks.
• Support meetings, events, and catering as needed.

Skills

Front desk / Reception

Customer service

Communication

Organizational skills

Microsoft Office proficiency

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Phone system familiarity

Job description

JOB REQUIREMENTS:

SHINE Technologies is seeking an Administrative Assistant - Front Desk Receptionist to manage SHINE's Janesville headquarters front desk and reception area. The 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.

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

Duties and Responsibilities of the Administrative Assistant - Front Desk Receptionist:

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.

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.

***** OTHER

EXPERIENCE AND QUALIFICATIONS:

High School Diploma or equivalent experience. 2+ years of front desk, administrative, or customer service experience.

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.