Front Desk Administrator

Kenrick Corporation; Town of Henrietta (NY); On-site; USD 10,000 - 60,000; Full time

Job summary

Join a dynamic administrative team as a Front Desk Administrator, where your organizational skills and professionalism will shine. In this pivotal role, you will be the first point of contact for clients, ensuring they receive exceptional service. Your responsibilities will include managing office supplies, coordinating meetings, and supporting various departments, including the CEO and HR. This position is perfect for someone who thrives in a fast-paced environment and is eager to contribute to a collaborative team. If you have a strong work ethic and a passion for providing excellent service, this opportunity is for you!

Qualifications

• 3+ years of experience in a similar administrative role.
• Strong organizational and time management skills are essential.

Responsibilities

• Manage front office responsibilities and greet clients professionally.
• Assist with scheduling, communications, and organizing meetings.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Time Management

Detail Orientation

Multi-tasking

Education

3+ years’ experience in a similar role

Experience with multi-line phones

Excellent computer skills

Tools

Microsoft Office Suite

Office Equipment (Copier, Phone System)

Job description

As a key member of the Administrative Team, the Front Desk Administrator will ensure that front office responsibilities are carried out efficiently and effectively while delivering excellent service to internal and external clients in a manner consistent with the company’s mission. This position manages the first point of contact for clients and potential clients of Kenrick Corporation and is a key support for the Administrative Team, CEO, and HR Manager.

Essential Functions

Client Relations

Greeting clients, guests, and visitors, ensuring that they are comfortable and are connected to the right office personnel.

Answer phone calls, transferring callers as appropriate.

Operational Efficiency

1. Inventory office, kitchen, and cleaning supplies; place orders after approval.
2. Manage requests for maintenance & repairs of office equipment (Copier, postage machine, phone system).
3. Coordinate and manage meeting rooms, booking space and arranging for AV equipment as needed.
4. Assist with onboarding of new employees.
5. Update Client lists with changes.
6. Filing and record keeping.
7. Help to maintain the office shared calendar and website.
8. Support Accounting Department by sorting, scanning, and filing payable invoices.
9. Deed research.
10. Assist with designing training guides for each team.
11. Ensure breakroom, copier room, and conference rooms are presentable.
12. Assist in planning events.

Support Heads of Departments

1. Assist CEO, HR, and Administrative Manager with the following:
   • Scheduling appointments.
   • Researching.
   • Communications via phone calls, email, letters, etc.
   • Organize and prepare for executive meetings, including gathering documents and attending to the logistics of meetings.
   • Prioritize and triage emails.
   • Taking meeting minutes.
2. Marketing and promotion of Kenrick Corporation
   • Proofing social media posts.
   • Design advertisements.
   • Proposal creation.
   • Brochures, business cards, flyers.
   • Ordering promotional items.

Qualifications

1. Strong work ethic.
2. Must be well organized and a self-starter.
3. Must be able to follow standard filing procedures.
4. Detail oriented, professional attitude, reliable.
5. Possess strong organizational and time management skills.
6. Strong problem-solving skills and multi-tasking skills.
7. Ability to communicate effectively verbally and in writing.
8. Ability to interact with employees and customers in a professional manner.
9. Ability to work independently and with a team in a fast-paced environment with emphasis on accuracy and timeliness.

Education and Experience

1. 3+ years’ experience in a similar role.
2. 3+ years’ experience in handling multi-line phones.
3. Excellent computer skills and knowledge of relevant software.
4. Knowledge of clerical and administrative procedures and systems including filing and record keeping.