Reception & Office Coordinator

Houston Citizens Chamber of Commerce; Lakeland (FL); Presencial; USD 21.000 - 28.000; Jornada completa

Descripción de la vacante

Treatt is seeking a Reception & Office Coordinator to be the first face of the company, greeting visitors and supporting onboarding and administrative tasks.

You will manage the switchboard, sign-in, mail, supplies, room setup, and coordination with Sales, Procurement, and Innovation teams to ensure smooth daily operations.

Formación

• High school diploma or GED required.
• Minimum 12 months in a customer-facing role.

Responsabilidades

• Answer the switchboard, transfer calls, and take messages as appropriate.
• Sign in visitors and contractors, ensure H&S forms are correctly completed, issue PPE if required, and notify the relevant host that the visitor, contractor, or driver is on site.
• Issue Tensor cards and maintain the Tensor system, including a log of temporary Tensor cards for staff.
• Maintain PPE stock for reception, sort used PPE when returned, and re-bag cleaned safety glasses for reuse.
• Prepare meeting rooms for visitors with PPE, drinks, and food as required, and clear rooms after visitors leave.
• Receive, sort, and distribute incoming mail; email or scan urgent mail for remote employees as needed.
• Send incoming samples to the sample office.
• Stamp and mail outgoing mail.
• Manage, monitor, and distribute Hospitality Area provisions and guest visit provisions.
• Stock, inventory, and order stationery and office supplies, and keep supply cabinets neat and labeled.
• Assist Sales, Procurement, and Innovation with organizing customer and supplier meetings in the office, including booking rooms, requesting required personnel, and setting up refreshments.
• Book hotel rooms and airport transfers for visitors from other sites and return confirmations in a timely manner.
• Keep the reception area tidy, stocked with sanitizer, and wipe down touch points throughout the day.
• Assist staff with maintenance and cleaning issues by passing messages to the cleaner or facilities management.
• Assist with ordering uniforms as needed.
• Help foster and promote an employee health & safety and food safety culture.
• Act in the best interest of Treatt at all times.
• Perform other tasks consistent with this role, which may change from time to time.

Conocimientos

Organization

Communication

People skills

Integrity

IT skills

Educación

High school diploma or GED

Herramientas

Microsoft Office

Business systems

Descripción del empleo

Description

Job Summary

As the Reception & Office Coordinator, you'll be the first face of Treatt, whether in person or over the phone, greeting new employees, colleagues from other sites, customers, suppliers, and other visitors with a professional, positive, and helpful attitude. You'll also support new employee onboarding and a variety of administrative and office coordination tasks.

Duties & Responsibilities

• Answer the switchboard, transfer calls, and take messages as appropriate.
• Sign in visitors and contractors, ensure H&S forms are correctly completed, issue PPE if required, and notify the relevant host that the visitor, contractor, or driver is on site.
• Issue Tensor cards and maintain the Tensor system, including a log of temporary Tensor cards for staff.
• Maintain PPE stock for reception, sort used PPE when returned, and re-bag cleaned safety glasses for reuse.
• Prepare meeting rooms for visitors with PPE, drinks, and food as required, and clear rooms after visitors leave.
• Receive, sort, and distribute incoming mail; email or scan urgent mail for remote employees as needed.
• Send incoming samples to the sample office.
• Stamp and mail outgoing mail.
• Manage, monitor, and distribute Hospitality Area provisions and guest visit provisions.
• Stock, inventory, and order stationery and office supplies, and keep supply cabinets neat and labeled.
• Assist Sales, Procurement, and Innovation with organizing customer and supplier meetings in the office, including booking rooms, requesting required personnel, and setting up refreshments.
• Book hotel rooms and airport transfers for visitors from other sites and return confirmations in a timely manner.
• Keep the reception area tidy, stocked with sanitizer, and wipe down touch points throughout the day.
• Assist staff with maintenance and cleaning issues by passing messages to the cleaner or facilities management.
• Assist with ordering uniforms as needed.
• Help foster and promote an employee health & safety and food safety culture.
• Act in the best interest of Treatt at all times.
• Perform other tasks consistent with this role, which may change from time to time.

Requirements

Education & Training

• High school diploma or GED
• A minimum of 12 months working in a customer-facing role

Knowledge & Experience

• Strong organizational skills with the ability to take initiative, be proactive, manage changing priorities, and work independently
• Great interpersonal and relationship skills
• An ownership mentality with the aptitude to work independently as required
• Excellent spoken and written communication skills
• Ability to build good working relationships with colleagues and customers
• Excellent attention to detail with a friendly and helpful nature
• Proven ability to prioritize workloads, meet tight deadlines, and work on own initiative
• Strong PC literacy, including Word and Excel
• Curiosity, drive, and determination to make continuous improvements

Skills & Abilities

• Organization: An ownership mentality with the aptitude to work independently. Able to organize and prioritize with a strong eye for detail and work under pressure to strict deadlines.
• Communication: Ability to communicate complex issues in clear, concise, persuasive language, both verbally and in writing, including presentations, meetings, trainings, and reports.
• People skills & relationship building: Strong team-working and interpersonal skills, with the ability to build effective relationships with peers and stakeholders at all levels through a collaborative approach.
• Integrity: Trustworthy, holds confidences, and stays resilient in tough situations.
• IT skills: Advanced level of Microsoft Office and business systems, with familiarity with commercial software.

WORKING CONDITIONS

Environment: Open office; physical presence on site required. Physical Factors: Sitting, walking, stooping, standing.

Travel: No