The Front Desk Receptionist / Maintenance Administrative Assistant is responsible for providing professional front-desk support while assisting the Maintenance Department with daily administrative, purchasing, inventory, recordkeeping, and vendor coordination activities. This position serves as an important point of contact for employees, visitors, vendors, and service providers. The position requires excellent organization, communication, customer service, and attention to detail, as well as the ability to manage multiple priorities in a fast-paced work environment.

Key Responsibilities:

Greet and assist employees, visitors, customers, and vendors while providing professional front desk and telephone support. Provide administrative support to the Maintenance Department, including scheduling, correspondence, data entry, and document preparation. Order maintenance parts, supplies, tools, and materials in accordance with company purchasing procedures. Obtain quotes, compare pricing, verify part numbers, and coordinate deliveries with approved vendors. Maintain accurate records of purchase orders, invoices, receipts, work orders, maintenance activities, and inventory. Prepare and submit purchase requisitions into Global Shop. Communicate with vendors and service providers regarding pricing, availability, orders, deliveries, and service scheduling. Receive and verify parts and supplies and assist with maintaining appropriate maintenance inventory levels. Track outstanding orders, maintenance requests, and vendor issues and follow up as needed. Maintain organized electronic and physical files and ensure maintenance and purchasing records are current and accurate. Provide general administrative support to the company and assist other departments as needed. High school diploma or equivalent required; administrative, receptionist, purchasing, or maintenance support experience preferred. Strong organizational, time-management, and attention-to-detail skills. Excellent verbal and written communication and professional customer service skills. Proficiency with Microsoft Office, particularly Outlook and Excel. Experience with purchasing, vendor communication, inventory, or maintenance records preferred. Ability to manage multiple priorities, work independently, and follow company procedures. Dependable, professional, and able to maintain confidentiality. Bilingual (English/Spanish) strongly preferred.

Key Attributes We're Looking For:

Organization:

Maintains accurate records and keeps purchasing and maintenance documentation organized. Attention to

Detail:

Accurately verifies part numbers, quantities, prices, invoices, and records.

Communication:

Communicates professionally with employees, management, vendors, and contractors.

Customer Service:

Provides a professional and helpful experience to visitors and callers.

Problem Solving:

Identifies purchasing, delivery, and administrative issues and works toward timely resolutions.

Accountability:

Follows established purchasing and administrative procedures.

Confidentiality:

Protects sensitive company and employee information.

Teamwork:

Works effectively with Maintenance, Finance, HR, Operations, and other departments.

Physical and Work Environment:

Ability to sit, stand, and walk throughout the workday. Ability to use a computer, telephone, and other standard office equipment. May occasionally be required to enter warehouses, maintenance, or production areas. Must comply with all applicable company safety policies and procedures. May occasionally be required to lift or move light office supplies, packages, or parts within reasonable limits.