RECEPTION & OFFICE COORDINATOR (US)

Treatt Plc; Lakeland (FL); On-site; USD 35,000 - 45,000; Full time

Benefits offered by this job

Competitive salary

Vacation time and additional vacation

Discretionary annual bonus

Medical insurance (including family)

Dental and vision coverage

AFLAC

401k with employer matching up to 6%

Company-paid short/long-term disabling

Company-paid life insurance

Stock purchase options

Job summary

Treatt Plc in Lakeland, USA is seeking a Reception & Office Coordinator to be the first point of contact for visitors, calls, and colleagues. You will support onboarding and a variety of administrative tasks to keep the office running smoothly.

Ideal candidates will have a High School Diploma or GED and at least 1 year in a customer-facing role, strong organization, and excellent communication. This is a full-time role with 40 hours per week on-site in Lakeland.

Qualifications

• High School Diploma or GED required.
• 1 year in a customer-facing role preferred.
• Strong organizational and communication skills required.
• Ability to manage changing priorities and work independently.
• Proactive approach to office coordination and support.

Responsibilities

• Answer the switchboard, transfer calls, and take messages as appropriate.
• Sign in visitors and contractors and ensure safety forms are completed.
• Issue Tensor cards and maintain the Tensor system.
• Maintain PPE stock and assist with meeting room setup and refreshments.
• Receive and distribute mail, sort and scan urgent mail for remote employees.
• Assist Sales, Procurement, and Innovation with coordinating customer and supplier meetings.
• Book hotel rooms and airport transfers for UK visitors.
• Keep reception tidy and sanitized; support facilities maintenance requests.

Skills

Organization

Communication

Customer service

Attention to detail

Proactive work ethic

Education

High School Diploma or GED

Tools

Word

Excel

Job description

Job title:Reception & Office Coordinator
Reporting to:Maintenance & Facilities Manager
Location: Lakeland, USA
Hours: 40 hours per week

The Opportunity (General 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.

What it’s like to work here

We’ve been making the world taste better since 1886 and sell over 3000 products in more than 90 countries, but we’re only just getting started. We’re on an exciting journey and have ambitious plans to become the indispensable partner of choice for the world’s leading flavour and fragrance houses, beverage and consumer brands.

On joining Treatt, you’ll become one of over 300 international experts, working together to collectively surprise and delight our customers. Nothing is more important to us than the happiness of our people as without them, we’d never succeed.

We think Treatt’s a great place to work, but don’t just take our word for it:
“Everyone wants your feedback and opinion; it feels like a place of study where nurturing and encouragement are the standard. It is very clear the hard work that goes into providing excellence for customers, but it is also very apparent that managers have the same goals for helping us all to progress.” – Anita, Innovation Scientist

“Joining my close and supportive team was the most enjoyable way to gain more skills and increase my knowledge” – Ashley, Distillation Control Team Leader
“Treatt creates an environment to help you be the best you can, with no two days the same and opportunities always available to help you learn and develop. The people and the culture create a fantastic company to be part of” – Rebecca, Commercial Coordinator

What you’ll be doing

• 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 the UK 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.

What we’re looking for

• High School Diploma or GED
• A minimum of 12 months working in a customer facing role
• 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

We want you to love your work and bring that energy to the job every day, no matter what the task. You’ll be someone who keeps up to date with the latest technologies and is always willing to share their knowledge with colleagues.

Our department is busy. We need someone who can run with the pack but also bring their own personality to their work.
You should be personable, friendly and supportive, acknowledging that you’ll get to work with colleagues from all seniority levels across all departments on a daily basis.

What we’ll do for you

• competitive salary
• vacation time as well as the opportunity to purchase additional vacation
• discretionary annual bonus
• medical (including family cover)
• dental and vision coverage
• AFLAC
• 401k employer matching up to 6%
• company-paid short term and long term disability insurance
• company-paid life insurance
• stock purchase options

With the encouragement and development you need, we help you to become your ultimate you. Beyond building a successful career, we also support the wishes and ambitions of our staff outside of the office in achieving a health work/life balance - the wellbeing of our staff is paramount to us, which we actively promote and support by regularly delivering a variety of wellbeing initiatives. There will also be opportunities to be actively involved in community and charity projects and to take part in numerous subsidised social events.

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Polite Notice

We politely request that we are not contacted by any recruitment agencies. We have a preferred supplier list and high volumes of speculative calls from agencies negatively impact upon the efficiency of our business. Please help us to maintain the highest levels of customer service by respecting our wishes.