Office Administrator & Receptionist

PowerGrid Services; Irondale (AL); On-site; USD 21,000 - 30,000; Full time

Job summary

PowerGrid Services is seeking an Office Administrator & Receptionist to be the first point of contact for visitors, customers, vendors, and employees while providing broad administrative support across multiple departments.

The role requires professionalism, excellent communication, strong organizational skills, and the ability to support various business functions in a fast-paced office environment. This is a full-time, in-office position with opportunities for growth.

Qualifications

• Professional, positive, customer-focused demeanor.
• Strong proficiency with Microsoft Word, Excel, Outlook, Teams.
• Ability to create, maintain, and manage reports, spreadsheets, and administrative documents.
• Excellent verbal and written communication skills.
• Strong organizational, time-management, and follow-up abilities.
• Attention to detail and accuracy.
• Ability to handle multiple priorities in a fast-paced environment.
• Confidentiality and professional interaction with staff, customers, vendors, and leadership.

Responsibilities

• Serve as first point of contact for visitors, vendors, and calls with a welcoming experience.
• Manage front-office operations and maintain a professional environment.
• Coordinate travel arrangements (flights, hotels, rental cars).
• Support HR administrative tasks including onboarding and file maintenance.
• Coordinate shipping/receiving, track shipments, and maintain records.
• Create and update reports and documents using Word and Excel.
• Schedule and support in-person and virtual meetings.
• Prepare conference rooms for meetings and ensure materials are available.
• Assist with meetings, events, and special projects.
• Order and track office and breakroom supplies; maintain inventory.

Skills

Customer-focused demeanor

Verbal and written communication

Organizational skills

Time-management

Detail-oriented

Interpersonal skills

Professionalism

Tools

Microsoft Word

Microsoft Excel

Outlook

Teams

Job description

Position Summary

The Office Administrator & Receptionist serves as the first point of contact for visitors, customers, vendors, and employees while providing administrative support across multiple departments. This role requires professionalism, strong organizational skills, attention to detail, excellent communication abilities, and the flexibility to support a variety of business functions in a fast-paced office environment.

Key Responsibilities

• Serve as the first point of contact for visitors, vendors, and incoming calls, providing a professional and welcoming experience.
• Manage reception desk operations and maintain a professional and organized front-office environment.
• Coordinate travel arrangements, including flights, hotels, rental vehicles, and itineraries.
• Support basic Human Resources administrative functions, including onboarding assistance, employee communications, personnel file maintenance, and other administrative tasks.
• Coordinate shipping and receiving activities, including preparing packages, tracking shipments, and maintaining shipping records.
• Create, maintain, and update reports, spreadsheets, correspondence, and other business documents using Microsoft Word and Excel.
• Schedule, coordinate, and support in-person and virtual meetings.
• Prepare conference rooms for meetings, including setup, breakdown, and ensuring materials are available.
• Assist with company meetings, events, employee activities, and special projects.
• Order, track, and maintain office supplies, breakroom supplies, and other facility-related items.
• Maintain breakroom cleanliness, organization, and inventory levels.
• Assist the Marketing Department with administrative and coordination tasks.
• Run business-related errands as assigned.
• Support other departments as needed to ensure efficient business operations.
• Maintain accurate records and perform general administrative support duties.
• Perform additional administrative responsibilities and special projects as assigned.

Qualifications

• Professional, positive, and customer-focused demeanor.
• Strong proficiency in Microsoft Word, Excel, Outlook, Teams, and other Microsoft Office applications.
• Ability to create, maintain, and manage spreadsheets, reports, correspondence, and administrative documentation.
• Excellent verbal and written communication skills.
• Strong organizational, time-management, and follow-up skills.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong interpersonal skills with the ability to interact professionally with employees, customers, vendors, and leadership.
• Self-motivated with a desire to learn, grow, and take on additional responsibilities.
• Valid driver's license with an acceptable driving record.
• Ability to operate company vehicles when required for business purposes.

Physical Requirements

• Ability to sit, stand, walk, bend, stoop, and reach throughout the workday.
• Ability to occasionally lift and/or move up to 50 pounds.
• Ability to move meeting materials, office supplies, shipments, and other business-related items as needed.
• Ability to work in an office environment with frequent interaction with employees, visitors, and vendors.

Position Details

• Full-time, in-office position.
• Located at the reception desk and serves as a key administrative support role for the facility.
• Regular interaction with employees, customers, vendors, and visitors.
• Offers opportunities for professional growth and advancement within the company.
• Ideal for an individual seeking a long-term career path in administration, human resources, operations, customer service, or business support functions.