Provide comprehensive administrative and front office support to ensure smooth company operations. As the first point of contact for guests and visitors, you will represent the company’s professionalism and hospitality. This is an onsite role, Monday through Friday.
Job Duties and Essential Job Functions:
- Oversee all front office operations, ensuring the area is presentable and functions efficiently.
- Greet and welcome visitors, maintain the sign-in register, and manage the arrival of scheduled guests.
- Answer all incoming calls promptly, directing them professionally to the appropriate person. Check and distribute voicemails each morning.
- Coordinate training sessions for visitors, including ordering lunches and setting up beverages, coffee, and snacks in conference and training rooms.
- Assist with order entry, processing consignment inventory orders for invoicing. Input part numbers, ship dates, and relevant information into the system.
- Collaborate with the finance department to ensure timely processing of bills and invoices and follow up on late payments with vendors.
- Serve as the primary contact for building maintenance, coordinating with vendors for repairs as needed.
- Enter purchase orders upon request and ensure invoices are properly coded and approved for vendor payments through the Maple Tickets system.
- Manage incoming and outgoing mail, as well as UPS/FedEx packages. Notify recipients via TEAMS or phone about deliveries, and occasionally handle outbound shipments.
- Assist managers with various projects to support daily operations.
- Perform additional duties as assigned or requested.
Qualifications:
- Associate’s degree in Business Administration or related field required.
- 3 plus years of related experience and/or training.
- Ability to read, analyze, and interpret standard business procedures.
- Strong writing skills for drafting business correspondence.
- Capable of effectively presenting information and responding to questions from managers, clients, customers, and visitors.
- To succeed in this role, proficiency in Microsoft Excel, Word, and PowerPoint is required. Familiarity with SAP is a plus.
- Professional, courteous demeanor with a customer-focused approach.
- Adherence to the company dress code for a professional appearance.
- Meticulous attention to detail and a commitment to accuracy.
- Outstanding interpersonal and phone etiquette skills.
- Exceptional organizational abilities, with the capacity to thrive in a multitasking environment.
- Proficient in basic math and typing.
- Punctuality and readiness to begin work promptly at the designated time.
- Ability to calculate figures and amounts such as discounts and percentage.
Physical Demands:
The physical demands outlined here represent those required of an employee to successfully perform the essential functions of this role. While carrying out job duties, the employee must regularly stand, walk, sit, use hands for handling or manipulating objects, reach with arms, stoop, kneel, crouch, and engage in clear verbal communication.
This position will be on-site at our location in Plano, TX.
Air Distribution Technologies, Inc is an equal employment opportunity and affirmative action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, status as a qualified individual with a disability, or any other characteristic protected by law. For more information, please view EEO is the Law.
