Front Desk & Admin Coordinator

ProMach; Deer Park (NY); On-site; USD 27,552 - 34,440; Full time

Job summary

ProMach invites applications for a Receptionist/Administrative Coordinator position in the United States. The role is the first point of contact for visitors and customers and provides multi-departmental administrative support including front desk operations, document management, and reporting.

The role emphasizes customer service, organization, and the ability to manage multiple priorities using Microsoft Office and the Syteline ERP system.

Qualifications

• High school diploma or equivalent required.
• Proficiency in Microsoft Outlook, Excel, and Word.
• Ability to learn and utilize ERP systems, including Syteline.
• Strong organizational, communication, and multitasking skills.

Responsibilities

• Answer and direct incoming phone calls professionally.
• Greet and assist visitors, customers, vendors, candidates, and employees.
• Manage visitor sign-in procedures and notify employees of guest arrivals.
• Maintain a professional and organized reception area.
• Receive, sort, scan, and distribute incoming mail and business documents.
• Route invoices and correspondence to appropriate departments.
• Maintain electronic filing systems and shared records.
• Scan, organize, upload, and archive customer order documentation.
• Retrieve and print documents from company systems as required.
• Maintain customer files and supporting records.
• Utilize Microsoft Office and Syteline ERP to support daily business operations.
• Prepare and distribute recurring reports.
• Assist with invoice retrieval, distribution, and record management activities.
• Maintain accurate records and administrative files.
• Support departmental projects and other administrative functions as assigned.
• Monitor office and breakroom supply levels and coordinate replenishment.
• Assist with procurement of office supplies and related materials.
• Coordinate facility-related administrative needs with internal departments.
• Help maintain an organized and professional office environment.
• Coordinate conference room scheduling and setup for meetings, customer visits, and interviews.
• Arrange refreshments, catering, and visitor accommodations as needed.
• Support employee events, recognition activities, and company functions.
• Maintain and distribute monthly after-hours on-call schedules for service technicians.
• Coordinate schedule updates to accommodate employee vacation and time-off requests.
• Distribute daily call activity reports received from the company's after-hours answering service.
• Maintain records and communication related to after-hours support operations.

Skills

Microsoft Outlook

Microsoft Excel

Microsoft Word

Syteline ERP

Organizational skills

Multitasking

Customer-focused

Education

High school diploma or GED

Tools

Syteline ERP

Job description

ProMach invites applications for a Receptionist/Administrative Coordinator position in the United States. The role is the first point of contact for visitors and customers and provides multi-departmental administrative support including front desk operations, document management, and reporting.

The role emphasizes customer service, organization, and the ability to manage multiple priorities using Microsoft Office and the Syteline ERP system.