Receptionist / Office Coordinator

· Greet in-person applicants, customers, clients, employees, visitors, prospective employees, and vendors in a friendly manner, ensuring a positive first impression of the organization.

· Handle all incoming phone calls promptly and accurately, adhering to departmental guidelines and individual preferences to ensure clear communication and customer satisfaction.

· Keep the reception area well-organized, reflecting the company's professionalism and attention to detail.

· Assist with the onboarding of new hires and applicants by welcoming them and guiding them to the appropriate conference rooms, while coordinating with the recruiting team on interview days.

· Manage the receipt, distribution, and dispatch of mail and packages efficiently, ensuring timely communication and delivery.

· Monitor and manage inventory of office supplies, placing orders as necessary to maintain adequate stock levels and support daily operations.

· Ensure that the breakroom and meeting areas are fully stocked with essential supplies.

· Coordinate and maintain calendars, schedule meetings and conference room reservations, and arrange logistics, catering, and materials for internal and external meetings and events.

· Provide general administrative support, including preparing and formatting documents, data entry, filing, and maintaining organized electronic and physical records.

· Coordinate office operations and facilities needs, including liaising with building management and vendors for maintenance, repairs, cleaning, security, and equipment servicing.

· Support HR and department leaders with new-hire logistics such as preparing workstations, badges, and welcome materials, and coordinating orientation schedules.

· Process and track office-related invoices, expense reports, purchase requests, and vendor accounts, ensuring accuracy and timely submission.

· Coordinate employee engagement activities, company events, travel arrangements, and special projects as assigned.

· Maintain office policies and procedures, including visitor logs, safety and emergency contact information, and compliance with company security protocols.

· Collaborate with team members by offering support on various tasks as needed, fostering a cooperative and efficient work environment.

· 2+ years of experience in general office administration, customer service, or a related field, demonstrating a solid understanding of office dynamics and customer engagement.

· High school diploma or equivalent, with a commitment to ongoing learning and professional development.

· Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.), with the ability to manage calendars, track records, and prepare basic documents and spreadsheets.

· Bilingual in Spanish and English

· Exceptional verbal and written communication skills, complemented by strong organizational abilities, time management, the ability to multitask and prioritize competing deadlines, and meticulous attention to detail, ensuring clear and effective information exchange.

· Positive and friendly demeanor, coupled with a strong commitment to delivering exceptional customer service; understanding that every employee is also a valued customer.

· Demonstrates a consistently high level of positive energy, with a proactive approach to exceeding expectations and going above and beyond in all responsibilities.

· Skilled in cultivating trusting relationships across all levels of the organization, from executives to field tradespeople, fostering collaboration and teamwork.