Executive Front Desk & Operations Specialist

MC Machinery Systems, Inc.; Elk Grove Village (IL); On-site; USD 65,000 - 85,000; Full time

Job summary

MC Machinery Systems, Inc. seeks a Reception & Administrative Operations Specialist to manage the front desk at the corporate headquarters and serve as a central hub for daily operations.

The role coordinates communications, sales support, logistics, and executive-level tasks with precision and a customer-focused approach. The ideal candidate has 5-7+ years of advanced administrative experience in a corporate environment, with proficiency in Microsoft Office, Zoom Phone, Salesforce, and ERP

Qualifications

• 5-7+ years of advanced administrative/front-office experience in a corporate environment.
• Experience supporting multi-division operations and HQ front office strongly preferred.
• Experience with CRM (Salesforce), ERP (Microsoft Dynamics AX or similar), and production/digital press equipment a plus.
• Demonstrated ability to handle confidential information and time-sensitive tasks with accuracy.

Responsibilities

• Greet visitors and manage sign-ins, badges, and lobby environment professionally.
• Manage inbound calls, route inquiries to appropriate departments, and oversee email inbox and web form communications.
• Coordinate visitor vetting, interview arrivals, and onboarding notifications with HR and management.
• Manage calendars, conference rooms, and meeting logistics in Microsoft Outlook, including recurring meetings and A/V coordination.
• Coordinate weekly machine demonstrations and onsite events, including scheduling, logistics, and communications with stakeholders.
• Maintain conference room readiness, signage, and collaboration supplies; coordinate with Facilities and IT as needed.
• Process and distribute incoming mail and prepare shipments, including documentation and tracking updates.
• Manage sales lead distribution and CRM data accuracy across divisions.
• Operate production printers for sales literature and support trade show preparation.
• Maintain office supply inventory and assist with purchasing through ERP systems.
• Maintain administrative procedures and internal directories to ensure up-to-date processes.

Skills

Professionalism

Interpersonal communication

Calendar management

Attention to detail

Education

Associate or Bachelor's degree preferred

Tools

Salesforce

Microsoft Dynamics AX

Zoom Phone

Job description

MC Machinery Systems, Inc. seeks a Reception & Administrative Operations Specialist to manage the front desk at the corporate headquarters and serve as a central hub for daily operations.

The role coordinates communications, sales support, logistics, and executive-level tasks with precision and a customer-focused approach. The ideal candidate has 5-7+ years of advanced administrative experience in a corporate environment, with proficiency in Microsoft Office, Zoom Phone, Salesforce, and ERP