We are seeking a highly motivated individual who can handle multiple projects at the same time in a fast-paced environment and works well independently or on a team. The successful candidate is proactive, a self-starter, possesses strong problem-solving and time management skills, and enjoys interfacing with others.

The Front Desk Administrator is the primary greeter at our corporate office. S/He interacts with clients, vendors, employees, and associates while maintaining a polished and professional attitude and appearance at all times. S/He greets and directs all visitors, answers the front desk phone, and contacts employees regarding visitors. In addition, s/he must be attentive to all aspects of the lobby environment while working.

The Front Desk Administrator is a member of the Administrative Services Department, reporting to the Office Manager. Other members of the department look to the Front Desk Administrator for back-up support, and co-workers across the organization assign a myriad of projects. This requires advanced Microsoft Office skills and the ability to work through frequent interruptions.

KEY PERFORMANCE INDICATORS

  • Provide high level customer service consistently to internal and external customers, which will be measured by the employee’s supervisor with feedback provided monthly and through an annual survey.
  • Complete all assigned projects before the given deadline.
  • Complete weekly supply stock inspection to appropriately order and maintain supply closet for all required offices.

BRIEF TASK DESCRIPTION

  • Answer company phones and direct callers.
  • Welcome customers, vendors, guests, and employees.
  • Ensure lobby, front desk, copy room and other common areas are presentable for visitors/clients.
  • Monitor and replenish office supply inventory and order as necessary.
  • Order supplies as needed.
  • Make conference room reservations using Microsoft Outlook.
  • Prepare packages and arrange for shipment/delivery.
  • Process all outgoing mail and manage postage requirements.
  • Forward faxes.
  • Order business forms, employee business cards and name plates.
  • Assist with assembling sales proposals.
  • Assist in assembling binders for various departments.
  • Process copy jobs as needed.
  • Word processing using Microsoft Word.
  • Convert documents into PDF format as needed.
  • Create tables, charts, and graphs using Microsoft Excel.
  • Provide back up for other admin positions.
  • Secure the building at the close of business.
  • Understand, accept and support MacDonald-Miller Facility Solutions’ Operating Guidelines, Operational Beliefs, and Customer Commitment.
  • Perform additional duties as assigned.

QUALIFICATION REQUIREMENTS

The candidate must possess the following knowledge, skill, and abilities:

  • Three (3) years’ experience working in an administrative or receptionist role, preferably in a corporate environment.
  • High School diploma or equivalency, some college courses a plus.
  • Strong writing, proofreading, editing, and organizational skills.
  • Possess exceptional verbal, written, analytical, persuasion and interpersonal skills.
  • Sound knowledge of Microsoft Office products, specifically Word, Excel, Power Point and Outlook.
  • Possess a friendly and audible telephone voice.
  • Possess a positive “no problem” service mentality.
  • Eager ability to learn and the ability to work well under pressure.
  • Ability to consistently set goals, meet deadlines, and adapt to flexible responsibilities.
  • Ability to work closely with a variety of different personalities under minimum supervision.
  • Ability to work independently or in a team atmosphere.
  • Project a friendly, professional attitude towards customers and co-workers.
  • Good history of employment attendance and driving record.

PHYSICAL REQUIREMENTS & WORKING REQUIREMENTS

The candidate must possess and be adaptable to the following physical abilities and working conditions:

  • Ability to see, hear well (either naturally or with correction) and speak clearly.
  • Coordinate the movement of your eyes, hands or fingers.
  • Reach for, handle, use fingers and manipulate objects.
  • Physical requirements include: standing, bending, squatting, sitting, and climbing.
  • Frequent computer screen use.
  • Ability to lift, carry or push 20 to 50 pounds.
  • Must be capable of working extended hours when job/business needs demand.


EMPLOYEE BENEFIT PROGRAM

MacDonald-Miller Facility Solutions presently provides employee coverage for:

  • Medical, dental, vision for employee {coverage available for dependents for shared premium}.
  • 401k retirement plan including Company matching.
  • Holiday pay.
  • Vacation and sick leave compensation.
  • Disability income protection.
  • Employee and Dependent Life Insurance.
  • Flexible Spending Account (Childcare).
  • Employee Assistance Program.

OTHER INFORMATION

  • Please read all pages of this job description. Your resume or application is reviewed prior to setting up a personal interview, so please make sure your resume is up to date. If you do not have a resume, you may fill out an application at the address listed above.
  • MacDonald-Miller Facility Solutions, Inc. is an Equal Opportunity Employer and a non-smoking facility. MacDonald-Miller is also a drug and alcohol free workplace and tests all new hires (subject to and in accordance with union bargaining agreements).
  • MacDonald-Miller Facility Solutions participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee’s Form I-9 to confirm work authorization. This information is kept completely confidential, is obtained only after a candidate is hired, and will not be used to pre-screen any job applicant.
  • This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all duties someone in this position would perform. All employees of MacDonald-Miller are expected to perform tasks as assigned by MacDonald-Miller supervisory/management personnel regardless of job title or routine job duties.
  • Website is www.macmiller.com.