Administrative Reception Coordinator

2 weeks ago

Greenwell Springs, Louisiana, United States Flexicrew Technical Services (FTS) Full time
Job Overview

Flexicrew Technical Services (FTS) is in search of a highly skilled Administrative Reception Coordinator who will frequently be the primary point of contact for external parties. This role demands a professional demeanor, ensuring a welcoming and positive representation of the organization. The individual will collaborate closely with the CFO and is expected to uphold confidentiality in all responsibilities.

Key Responsibilities:

  • Greet all visitors with a warm and friendly attitude.
  • Manage incoming phone calls by answering, screening, and directing them appropriately.
  • Perform general office tasks, including filing and mail handling.
  • Oversee the metering of outgoing mail and manage postage orders.
  • Sort and distribute incoming mail efficiently.
  • Assist with shipping requirements, including creating labels and preparing packages for dispatch.
  • Coordinate copier maintenance as necessary.
  • Manage conference room schedules and corporate calendars.
  • Update and circulate contact lists for extensions, cell phones, and emails.
  • Ensure the office environment is organized and address maintenance issues as they arise.
  • Prepare weekly meeting agendas for various teams.
  • Schedule meetings for the Finance team as required.
  • Support the Finance team with data entry tasks.
  • Assist with special projects for the Finance team and management.
  • Help walk-in applicants complete job applications.
  • Document minutes for various meetings.
  • Manage the ordering, receiving, and distribution of office supplies.
  • Maintain and log the use of the floater credit card, ensuring receipts are collected.
  • Review credit card expense reports for accuracy.
  • Reconcile accounts, including fuel accounts.
  • Assist with the monthly financial closing process as needed.
  • Support certain accounting functions, including invoice indexing.
  • Create and label various accounting and job folders.
  • Adhere to all Company Core Safety Rules and policies.
  • Report any unsafe conditions to the appropriate personnel immediately.
  • Notify management of any incidents or injuries affecting employee wellbeing.

Qualifications and Skills:

  • Exceptional verbal and written communication abilities.
  • Strong attention to detail.
  • Proactive, positive, and professional attitude.
  • Ability to handle tasks with discretion and confidentiality.
  • Self-motivated and organized.
  • Proficient in Microsoft Word, Excel, and Outlook.
  • Consistently punctual.

Physical Requirements:

  • Extended periods of sitting at a desk and using a computer.
  • Ability to lift up to 15 pounds as needed.

Equal Opportunity Statement:

Flexicrew Technical Services is an Equal Opportunity Employer; employment with FTS is based on merit, competence, and qualifications. All employment decisions are made without regard to race, color, religion, gender, national origin, veteran status, disability status, age, sexual orientation, gender identity, marital status, or any other legally protected status.

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