Receptionist and Administrative Coordinator

2 weeks ago

Greensboro, North Carolina, United States Hoffman & Hoffman Inc Full time $40,000 - $60,000 per year

Job Title: Receptionist and Administrative Coordinator

Department: Administration

Reports To: Company Controller

Location: Greensboro, NC

Job Type: Full-time

Job Summary:

We're looking for a friendly and detail-oriented Receptionist who enjoys working with people and keeping things organized. In this role, you'll be the welcoming face of our office, making sure visitors and team members feel taken care of, while also handling important behind-the-scenes tasks like customer billing for service work orders and managing purchase orders. This is a great opportunity for someone who loves variety in their day — from greeting guests and supporting the team, to ensuring our billing and administrative processes run smoothly.

Key Responsibilities:

Reception & Office Management

  • Greeting and welcome visitors, customers and vendors with professionalism.
  • Answer and route phone calls; manage mail, packages and courier services.
  • Maintain a clean, organized reception and office environment.
  • Monitor and order office supplies, coordinate with vendors, and oversee facility needs (in coordination with the Facilities Director)
  • Support meeting setup, scheduling and staff events, as applicable.

Billing & Purchase Order Administration

  • Process and issue customer invoices for service work orders in a timely manner.
  • Review work order details for accuracy before billing.
  • Maintain accurate billing records.
  • Create, track and manage administrative purchase orders.
  • Collaborate with vendors and internal departments to reconcile purchase order discrepancies.
  • Assist with employee enrollment in training programs across product lines, upon request.

Qualifications:

  • High school diploma required; associate or bachelor's degree preferred.
  • 2+ years of experience in office administration, reception, customer service, or billing/finance support. 
  • Familiarity with service work order systems and/or ERP software a plus.
  • Strong computer skills: MS Office Suite (Excel, Word, Outlook)
  • Excellent organizational, communication and customer service skills.
  • Ability to manage multiple priorities with attention to detail.

Attributes for Success:

  • Professional, approachable and customer focused.
  • Comfortable balancing front desk hospitality with behind-the-scenes administrative tasks.
  • Dependable and proactive in problem solving.
  • Discreet and trustworthy with confidential information.

Compensation:

  • Commensurate with experience.
  • Includes benefits package (medical, 401k, PTO, etc.)

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