Receptionist - Administrative Support

MacAllister Machinery Co., Inc.; Lansing (MI); On-site; USD 2,066,000 - 2,755,000; Full time

Job summary

MacAllister Machinery Co., Inc. in Lansing, MI is seeking a friendly receptionist/administrative assistant to greet visitors, handle calls, and support branch operations.

You will manage appointments, process payments related to office transactions, maintain supplies, and collaborate with multiple departments to deliver an excellent customer experience.

Qualifications

• High School Diploma or GED required.
• 2 years of administrative experience.
• Preferred: 3+ years receptionist or administrative experience in related industry.

Responsibilities

• Greet and assist visitors, clients, and employees in a friendly and professional manner.
• Answer, screen, and direct incoming calls and emails promptly and accurately.
• Manage and schedule room reservations.
• Support routine administrative processes related to branch operations, including documentation, reporting, and coordination of materials, packages, and transactions.
• Process cash and credit card payments and returns.
• Perform cash reconciliation and communicate with Finance department.
• Maintain inventory levels and issue expense purchase orders for uniforms, novelties, office and shop supplies, coffee, and store-event food; perform basic price-check research before ordering.
• Maintain reception and break areas, restock items, and handle seasonal decorating.
• Work on various projects and tasks for multiple departments as needed.
• Maintain invoicing and purchase order system for vendor payments.
• Perform related duties as assigned to deliver exceptional customer experience.

Skills

Multitasking

Professional demeanor

MS Office

Communication skills

Interpersonal skills

Data entry

Attention to detail

Education

High school diploma or GED

Tools

CAT/MacAllister systems

Job description

Position Summary

This position will be responsible for answering incoming calls, directing calls to appropriate associates, as well, as performing additional clerical duties.

Position Duties/Responsibilities

• Greet and assist visitors, clients, and employees in a friendly and professional manner.
• Answer, screen, and direct incoming calls and emails promptly and accurately
• Manage and schedule room reservations.
• Support routine administrative processes related to branch operations, including documentation, reporting, and coordination of materials, packages, and transactions.
• Process cash and credit card payments and returns.
• Perform cash reconciliation and communicate with Finance department.
• Maintain inventory levels and issue expense purchase orders for uniforms, novelties, office and shop supplies, coffee, and store-event food; perform basic price-check research before ordering.
• Maintain reception and break areas, restock items, and handle seasonal decorating.
• Work on various projects and tasks for multiple departments as needed.
• Maintain invoicing and purchase order system for vendor payments.
• Perform related duties as assigned to deliver exceptional customer experience.

Supervisory Responsibilities

• No formal responsibility for supervising others

Position Requirements

Required

• High School Diploma or GED
• 2 years of administrative experience

Preferred

• 3+ year of receptionist or administrative experience in related industry

Knowledge, Skills, And Abilities

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Strong multitasking abilities, detail-oriented and self-motivated
• Professional demeanor with both internal and external contacts including personal appearance and friendly, courteous treatment of peers, and people at all levels inside and outside the organization
• Proficient computer and data entry skills with Microsoft Office (Outlook, Word, Excel, and PowerPoint), and the ability to learn CAT/MacAllister systems
• Ability to build and maintain effective customer and professional relationships through strong interpersonal skills with emphasis on relationship-building and consistent demonstration of solid professional judgment
• Ability to work in a fast-paced environment
• Good communication skills, including verbal, written and listening skills
• Strong ability to communicates with management, coworkers, and customers/vendors
• Maintain equipment and supplies to avoid waste, damage to areas and equipment, and to prevent accidents

Other Requirements of Position

• Employee may act independently for reoccurring assignments, but supervision is readily available for unfamiliar situations or problems
• Major responsibilities do not typically require exercising independent judgment. Detailed instructions or established procedures are usually available as guidelines for most aspects of the job

The duties and responsibilities outlined in this posting are not exhaustive and may evolve based on business needs.

All MacAllister Machinery companies are an Equal Employment Opportunity Employer, including Disabled and Veteran applicants.