Front Office Administrator

Icm Ventures - Colwich, KS

Full-time

Colwich, KS

101-250 employees

Chemical Manufacturing

About the position

The Front Office Administrator at ICM Ventures Inc plays a crucial role in supporting the company's mission by ensuring the effective administration of the front office and reception areas. This position is responsible for providing clerical support to all divisions within the company, which is essential for maintaining smooth operations. The administrator will be the first point of contact for visitors and callers, making it vital to present a professional and welcoming demeanor. The role encompasses a variety of tasks, including answering multi-line telephones, directing calls to the appropriate associates, and providing essential information about the company to callers. Additionally, the administrator will greet and direct visitors, coordinate application paperwork for new hires with human resources, and assist in managing office supplies inventory. In this position, the Front Office Administrator will also handle incoming mail and faxes, manage the postage meter, and assist employees with FedEx shipments. Maintaining the printing, copying, and mail areas is another critical responsibility, ensuring that these areas are well-stocked and functional. The administrator will serve on the ‘First Responder' team, coordinating internal and external communication during emergencies. Furthermore, the role includes providing administrative support across all departments, maintaining front desk coverage schedules, and managing the conference room calendar. The administrator will also be responsible for entering shop timesheets, assisting with PCard reconciliation, and updating internal communication lists. This position requires a high school diploma or equivalent, with a preference for candidates who are Notary Public certified. Candidates should have 1-3 years of receptionist or front desk experience, along with switchboard experience. Proficiency in Microsoft Office Suite and knowledge of general office equipment are essential. Strong business math skills are also required to perform various administrative tasks effectively.

Responsibilities

• Answer multi-line telephone and direct the caller to the appropriate associate.
• Provide callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.
• Greet and direct visitors to the company.
• Greet applicants and coordinate application paperwork for new hires with human resources.
• Assist in the ordering, receiving, stocking and management of office supplies inventory.
• Receive, sort and forward all incoming USPS mail and faxes daily.
• Maintain and route publications.
• Manage postage meter and process all USPS mail.
• Assist employees with FedEx shipment preparation and notification of delivery.
• Maintain the printing, copying, and mail areas to ensure they are properly stocked.
• Coordinate with IT Department for supplies and maintenance.
• Serve on the ‘First Responder' team; responsible for the coordination of all internal and external communication in the event of an emergency.
• Provide administrative support to all departments for the purpose of assisting with miscellaneous transactional duties.
• Maintain front desk coverage schedules to ensure continuous coverage when absent.
• Post conference room calendar daily.
• Stock and maintain break room refrigerators.
• Stock water in West Conference Room.
• Enter shop timesheets on daily basis.
• Assist with PCard reconciliation under direction of Executive Assistant.
• Assist with travel trackers and profiles.
• Update Seating Charts and Internal Phone Lists and distribute accordingly.

Requirements

• High School Diploma or equivalent required
• 1-3 years receptionist/front desk experience required
• Switchboard experience required
• Strong knowledge of Microsoft Office Suite required
• Knowledge of general office and conference room equipment required
• Sound business math skills required

Nice-to-haves

• Notary Public preferred
• USPS postage machine experience preferred

Benefits

• Health Insurance
• 401K Plan
• Vacation & Paid Time Off