Front Desk/Administrator

4 months ago

Louisville, United States Vaco Full time

We are seeking a friendly, organized, and detail-oriented individual to join our team as a Front Desk Administrator. The Front Desk Administrator will serve as the first point of contact for visitors, clients, and employees, providing exceptional customer service and administrative support. This role is critical in ensuring a positive and professional experience for all individuals interacting with our organization.

Responsibilities:

  1. Front Desk Operations: Greet visitors and guests with a warm and welcoming demeanor. Manage incoming calls, emails, and inquiries, directing them to the appropriate staff members or departments.
  2. Visitor Management: Register and sign in visitors, issue visitor badges, and notify employees of guest arrivals. Escort visitors to meeting rooms as needed and ensure adherence to security protocols.
  3. Administrative Support: Provide administrative assistance to various departments, including scheduling appointments, booking conference rooms, arranging travel accommodations, and preparing meeting materials.
  4. Mail and Package Handling: Receive, sort, and distribute incoming mail and packages. Prepare outgoing mail and packages for shipping, ensuring accurate postage and delivery.
  5. Office Supplies Management: Monitor and replenish office supplies, including stationery, printer supplies, and kitchen supplies. Coordinate with vendors and suppliers to ensure timely delivery and stock availability.
  6. Facilities Management: Maintain the cleanliness and organization of the reception area, lobby, and common areas. Coordinate with building management for maintenance and repairs as needed.
  7. Data Entry and Recordkeeping: Enter and update information in databases, spreadsheets, and other systems. Maintain accurate and up-to-date records of visitor logs, employee directories, and other relevant documents.
  8. Meeting and Event Support: Assist in the coordination and execution of meetings, conferences, and events, including room setup, audiovisual equipment setup, catering arrangements, and attendee coordination.
  9. Safety and Security: Monitor and enforce security procedures, including access control and visitor registration. Respond to emergencies and security incidents promptly and effectively.
  10. Ad Hoc Projects: Assist with special projects and tasks as assigned by management, demonstrating flexibility and willingness to contribute to the team's success.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.

  • California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
  • Virginia residents may access our state specific policies here.
  • Residents of all other states may access our policies here.
  • Canadian residents may access our policies in English here and in French here.
  • Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

  • the individual’s skill sets, experience and training;
  • licensure and certification requirements;
  • office location and other geographic considerations;
  • other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

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