Front Desk Admin

Eastern Controls; Newtown Square (Delaware County); On-site; USD 38,000 - 58,000; Full time

Job summary

Eastern Controls is seeking a professional Front Desk/Administrative Specialist to greet employees and visitors, manage the lobby, handle incoming calls, and coordinate mail and deliveries. You will support multiple departments with clerical tasks and help ensure a secure, welcoming environment.

The role requires strong communication, organizational skills, and the ability to handle confidential information with discretion.

Qualifications

• Excellent communication skills for a customer-facing role.
• Strong organizational and time-management abilities.
• Ability to handle confidential information discreetly.
• Professional telephone etiquette and courteous interaction with visitors and staff.

Responsibilities

• Greet employees, visitors, and vendors; sign-in and direct to appropriate personnel.
• Maintain lobby cleanliness and hospitality supplies; assist with catering and events.
• Answer and route phone calls; manage voicemails and internal communications.
• Handle mail, deliveries, and general administrative support.
• Provide departmental support and assist with daily office operations.
• Ensure end-of-day security checks and desk closeout procedures.

Skills

Excellent communication

Organizational skills

Time management

Confidentiality

Telephone etiquette

Education

High school diploma or equivalent

Tools

MS Office

CRM/ERP systems

Job description

Description

• Maintain a professional, polished, and welcoming appearance and demeanor appropriate for a customer-facing role.
• Greet employees professionally as they enter the building and acknowledge them as they leave.
• Greet customers, clients, visitors, guests, vendors, contractors, interview candidates, and delivery personnel with warmth, courtesy, and professionalism.
• Create a positive first impression by demonstrating confidence, poise, attentiveness, and a helpful attitude in every interaction.
• Represent Eastern Controls professionally and positively to customers, manufacturers, vendors, contractors, interview candidates, and other business partners.
• Ensure visitors, vendors, and contractors properly sign in and direct them to the appropriate employee, department, or location.
• Assist guests with signing in using the lobby kiosk and ensure the appropriate employee is notified of the visitor's arrival.
• Contact employees when their guests or visitors arrive.
• Contact Human Resources when interview candidates arrive.
• Offer waiting guests coffee or water, direct them to restroom facilities when needed, and ask them to wait in the designated lobby area.
• Ensure visitors receive a welcoming, professional, and positive experience from arrival through departure.
• Maintain front-desk coverage during business hours and coordinate coverage when away from the desk.
• Remain attentive and available while at the front desk and avoid distractions that could detract from the customer or visitor experience.
• Exercise discretion and professionalism when handling sensitive, confidential, or business-related information.
• Demonstrate patience, composure, and sound judgment when managing challenging or high-volume interactions.

Description

KRA #1- First Impression, Employee & Guest Reception

• Maintain a professional, polished, and welcoming appearance and demeanor appropriate for a customer-facing role.
• Greet employees professionally as they enter the building and acknowledge them as they leave.
• Greet customers, clients, visitors, guests, vendors, contractors, interview candidates, and delivery personnel with warmth, courtesy, and professionalism.
• Create a positive first impression by demonstrating confidence, poise, attentiveness, and a helpful attitude in every interaction.
• Represent Eastern Controls professionally and positively to customers, manufacturers, vendors, contractors, interview candidates, and other business partners.
• Ensure visitors, vendors, and contractors properly sign in and direct them to the appropriate employee, department, or location.
• Assist guests with signing in using the lobby kiosk and ensure the appropriate employee is notified of the visitor's arrival.
• Contact employees when their guests or visitors arrive.
• Contact Human Resources when interview candidates arrive.
• Offer waiting guests coffee or water, direct them to restroom facilities when needed, and ask them to wait in the designated lobby area.
• Ensure visitors receive a welcoming, professional, and positive experience from arrival through departure.
• Maintain front-desk coverage during business hours and coordinate coverage when away from the desk.
• Remain attentive and available while at the front desk and avoid distractions that could detract from the customer or visitor experience.
• Exercise discretion and professionalism when handling sensitive, confidential, or business-related information.
• Demonstrate patience, composure, and sound judgment when managing challenging or high-volume interactions.

KRA #2- Lobby, Hospitality & Building Support

• Maintain the lobby and front desk area in a clean, neat, organized, professional, and presentable condition throughout the day.
• Regularly inspect the lobby coffee station and ensure it remains clean and presentable.
• Keep coffee, water, soda, and related hospitality supplies stocked throughout the day.
• Monitor the overall appearance of the lobby and promptly address cleanliness or presentation issues.
• Assist with receiving catering orders and deliveries and confirm that catering is delivered to the correct conference room, classroom, or designated area.
• Assist with setting up catered lunches, meetings, training sessions, and other company events when requested.
• Coordinate with employees regarding catering deliveries and special setup instructions.
• Assist with cleanup following meetings, training sessions, and company events as needed.

KRA #3- Phone Management & Communication

• Act as the Net2Phone ring group anchor, following established procedures and guidelines to ensure the phone system operates smoothly and professionally.
• Keep the phone guide current and distribute updates as needed.
• Assist with office menu recordings and programming.
• Answer incoming telephone calls professionally and direct calls to the appropriate employee, department, or responsible party.
• Screen calls, including identifying and filtering spam or inappropriate calls.
• Retrieve voicemails from the general mailbox daily and ensure messages are routed appropriately.
• Maintain a courteous, professional, and consistent telephone presence.
• Use Microsoft Teams to communicate with employees and departments throughout the building as necessary.
• Promptly report unusual circumstances, security concerns, or facility issues to the appropriate contact.

KRA #4- Mail, Deliveries & Administrative Support

• Receive incoming mail and packages from USPS and other carriers.
• Provide mail pickup, distribution, routing, and related administrative support.
• Receive vendors and delivery personnel and provide appropriate directions after the required sign-in process.
• Contact employees or departments when deliveries arrive.
• Coordinate dinner reservations for employees and business-related activities.
• Book companywide travel reservations, including hotels and airfare.
• Place general office supply orders as requested.
• Order flowers and gifts for internal and external customers, employees, and business partners.
• Order food for training sessions, meetings, and other company events.
• Complete reporting for company expenses booked on behalf of employees through delegated Spend Dynamics responsibilities.
• Assist with general office organization and administrative tasks as needed.

KRA #5- Departmental Services

• Provide administrative support to Customer Service, Accounting, and other departments, including departmental business processing activities.
• Support the Marketing Department with events, promotional activities, company swag, and related initiatives.
• Provide additional administrative assistance to departments and leadership as needed.

KRA #6- End-of-Day Security & Front Desk Closeout

• Check all designated first-floor doors at the end of the business day.
• Confirm that doors requiring end-of-day security are properly closed, locked, and secured.
• Immediately report any door that cannot be properly secured or any other security concern to the appropriate building contact or management.
• Ensure the front desk and lobby are clean, organized, stocked, and presentable for the following business day.

KRA #7- Other Duties as assigned

Requirements

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and ability required.)

Professional Qualifications

Education: High school diploma, associate's degree, or equivalent combination of education and experience.

Experience & Skills

Advanced proficiency in Microsoft Office applications.

Experience With CRM And ERP Systems Preferred.

Strong data-entry skills with a high degree of accuracy.

Excellent verbal and written communication skills.

Strong customer service and interpersonal skills.

Exceptional organizational and time-management abilities.

Ability to prioritize multiple tasks and responsibilities while maintaining accuracy and professionalism.

Strong attention to detail and follow-through.

Ability to work independently while also collaborating effectively with employees across the organization.

Professional telephone etiquette and strong interpersonal presence.

Ability to maintain confidentiality and exercise sound judgment.

CREDENTIALS: N/A

EXPERTISE: 3 years previous experience in an office environment. Ability to use basic office equipment. Proficient in MS Office, Word, Excel, PowerPoint.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Primary environment: ambient room temperatures, lighting and traditional office equipment as found in a typical office environment
• Individuals may need to sit or stand as needed.
• May require walking primarily on a level surface for periodic periods throughout the day.
• Reaching above shoulder height, below the waist or lifting as required in order lift documents and other items throughout the workday. Proper lifting techniques required. May include lifting to 10 pounds on occasion.