Executive Administrator /

Front Desk Coordinator Company:

Golden Eagle Distributors Location:

1133 N Ridge Ave, Lombard, IL 60148

Department:

Administration /

Customer Operations Employment Type:

Full-Time Reports To:

Management / Designated Supervisor Position Summary The Executive Administrator / Front Desk Coordinator serves as the primary front-office point of contact for Golden Eagle Distributors while supporting essential customer administration and office operations. This position will serve as the first point of contact for customers, vendors, visitors, and employees while providing administrative support to management, sales, and daily office operations. They are responsible for managing incoming calls, processing and approving customer registrations, reviewing and maintaining customer driver licenses, business licenses, documentation, supporting customer records integrity, performing entry-level CRM activities and providing general clerical and administrative support. The role requires professionalism, accuracy, discretion, strong follow-through, and the ability to coordinate effectively with customers and internal departments. Key Responsibilities Reception & Communication Answer, screen, and appropriately route incoming calls in a professional and timely manner. Welcome and assist customers, visitors, vendors, delivery drivers, logistics personnel, service providers, and other guests. Determine the nature of inquiries and connect callers or visitors with the appropriate employee or department. Handle routine inbound and outbound administrative and customer-service communications, including follow-up calls related to registrations, licenses, documentation, and account information. Maintain professional telephone etiquette and ensure inquiries are appropriately addressed, documented, or escalated. Customer Registration & Account Administration Review and process new customer registration requests in accordance with company procedures. Verify that required customer information and supporting documentation are complete and accurate. Approve, reject, place on hold, or escalate registrations within the authority assigned to the position. Follow up with customers regarding incomplete, inaccurate, inconsistent, or missing registration information. Maintain accurate customer account information and identify duplicate, outdated, incomplete, or potentially inaccurate records. License & Documentation Management Review and maintain customer licenses, permits, certificates, and other required business documentation. Verify that documentation is current, complete, accurate, and properly associated with the correct customer account. Monitor expiration dates and follow up with customers regarding expiring, expired, or missing documentation. Update customer records when renewed or replacement documentation is received. Perform routine documentation integrity checks and escalate questionable records or potential compliance concerns to management. CRM & Customer Data Support Perform entry-level CRM and customer database administration. Create and update authorized customer records, contact information, account statuses, classifications, and administrative notes. Record relevant customer communications and follow-up activities. Identify and assist with correcting incomplete, duplicate, outdated, or inaccurate customer records. Generate basic customer lists or reports as requested and route sales-related inquiries to the appropriate Sales representative. Clerical & Administrative Support Perform general clerical duties including data entry, filing, scanning, document organization, correspondence, and record maintenance. Maintain organized electronic and physical files. Assist with incoming mail, packages, deliveries, and general office correspondence. Provide routine administrative support to Management, Sales, Accounting, Logistics, Customer Service, and other departments. Assist with general office tasks and administrative projects as assigned. Internal Coordination & Customer Support Provide customers with basic information regarding registration procedures, documentation requirements, account administration, and general company inquiries. Coordinate with internal departments to ensure customer administrative matters are directed and resolved appropriately. Maintain clear notes and records so the status of customer matters can be understood by authorized employees. Follow assigned administrative matters through completion or proper handoff. Escalate pricing, sales, payment, operational, compliance, or other matters outside the authority of the position to the appropriate department or management. Compliance, Confidentiality & Data Integrity Maintain confidentiality of customer, employee, and company information. Handle customer licenses, business records, contact information, and account documentation responsibly. Follow established company procedures for customer registration, documentation verification, and account maintenance. Maintain accurate records and exercise appropriate care when reviewing or modifying customer information. Protect the integrity, accuracy, and confidentiality of information maintained within company systems. Required Qualifications Previous experience in executive administration, office administration, reception, or a related role. Strong verbal and written communication skills. Professional telephone and customer-service skills. Strong attention to detail and organizational ability. Ability to accurately review, enter, and maintain customer information. Basic proficiency with computers, email, Microsoft Office, spreadsheets, and web-based business applications. Ability to learn CRM, ERP, customer registration, and document-management systems. Ability to manage multiple responsibilities and prioritize routine tasks effectively. Professional demeanor when interacting with customers, visitors, vendors, and employees. Ability to handle confidential information appropriately. Dependable attendance, punctuality, and follow-through. Preferred Qualifications Previous experience in reception, office administration, customer service, data entry, or a related administrative role. Experience in wholesale distribution, logistics, B2B operations, or a similar business environment. Familiarity with CRM or ERP systems. Experience maintaining customer accounts, business documentation, or customer databases. Core Competencies Professional Communication Customer Service Attention to Detail Data Accuracy Organization & Prioritization Confidentiality & Discretion Accountability & Follow-Through Problem Recognition & Escalation Cross-Department Coordination Technology & System Adaptability Performance Expectations Performance in this position will be measured primarily by: Professional and timely handling of calls and visitors. Accuracy and timeliness of customer registration processing. Accuracy and completeness of customer account records. Effective monitoring and maintenance of licenses and required documentation. Timely follow-up on outstanding customer administrative requirements. Quality and integrity of CRM and customer data. Appropriate escalation and routing of customer matters. Reliability, professionalism, confidentiality, and responsiveness. Consistent adherence to company policies and procedures. Position Scope The responsibilities listed above represent the primary functions of the position and are not intended to be exhaustive. The employee may be assigned additional duties reasonably related to front-office administration, customer operations, record management, and general business support based on the operational needs of Golden Eagle Distributors.

Pay:

$45,000.00 - $55,000.00 per year

Benefits:

Paid time off

Work Location:

In person