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Reception Operations Coordinator

2 months ago

Miami, Florida, United States SAP USA Truck & Auto Parts Full time
Job Overview

As the Front Office Specialist at SAP Truck & Auto Parts USA, you will serve as the initial point of contact for our organization. Your position is crucial in fostering a friendly atmosphere and facilitating effective communication and operations within the workplace.

Key Responsibilities:

  • Prepare refreshments for management as needed.
  • Illuminate the reception area upon arrival.
  • Review general voice messages for the organization.
  • Welcome guests with a friendly smile and a professional attitude.
  • Deliver exceptional customer service to all visitors and staff.
  • Offer beverages to guests and direct them to the correct individual or meeting space.
  • Maintain visitor logs and ensure restricted areas are secure from unauthorized access.
  • Answer incoming calls with the greeting: "Good Morning/Afternoon, SAP USA. How may I assist you?"
  • Handle call transfers, voicemails, and take manual messages when necessary.
  • Adhere to specific protocols for managing important sales-related calls and potential clients.
  • Sort and check the mailbox on a daily basis.
  • Keep contact information for key personnel and external partners organized and accessible.

Administrative Duties:

  • Scan and electronically archive documents into NetSuite for the Sales, Purchasing, and Logistics teams.
  • Follow established procedures for naming and saving files in NetSuite.
  • Create and update profiles for prospects and clients within the NetSuite system.
  • Ensure that all necessary documentation is collected and approved for new client setups.

Office Management:

  • Report any IT-related issues to the appropriate technology support.
  • Maintain cleanliness and organization in the reception area, conference rooms, kitchen, and executive office.
  • Secure supply drawers and turn off lights before leaving the premises.

Qualifications:

  • Outstanding communication and interpersonal skills.
  • Strong organizational and multitasking capabilities.
  • Proficiency in Microsoft Office Suite and familiarity with NetSuite or similar CRM platforms.
  • Ability to uphold a professional and positive demeanor in a dynamic environment.
  • Previous experience as a receptionist or in a comparable administrative position is preferred.
  • Bilingual candidates (English/Spanish) are preferred.

Benefits:

  • Comprehensive Health Care Plan (Medical, Dental & Vision)
  • Retirement Savings Plan (401k, IRA)
  • Paid Time Off (Vacation, Sick Leave & Public Holidays)