Reception & Office Coordinator

Description:

JOB SUMMARY

As the Reception & Office Coordinator, you'll be the first face of Treatt, whether in person or over the phone, greeting new employees, colleagues from other sites, customers, suppliers, and other visitors with a professional, positive, and helpful attitude. You'll also support new employee onboarding and a variety of administrative and office coordination tasks.

DUTIES & RESPONSIBILITIES

• Answer the switchboard, transfer calls, and take messages as appropriate.
• Sign in visitors and contractors, ensure H&S forms are correctly completed, issue PPE if required, and notify the relevant host that the visitor, contractor, or driver is on site.
• Issue Tensor cards and maintain the Tensor system, including a log of temporary Tensor cards for staff.
• Maintain PPE stock for reception, sort used PPE when returned, and re-bag cleaned safety glasses for reuse.
• Prepare meeting rooms for visitors with PPE, drinks, and food as required, and clear rooms after visitors leave.
• Receive, sort, and distribute incoming mail; email or scan urgent mail for remote employees as needed.
• Send incoming samples to the sample office.
• Stamp and mail outgoing mail.
• Manage, monitor, and distribute Hospitality Area provisions and guest visit provisions.
• Stock, inventory, and order stationery and office supplies, and keep supply cabinets neat and labeled.
• Assist Sales, Procurement, and Innovation with organizing customer and supplier meetings in the office, including booking rooms, requesting required personnel, and setting up refreshments.
• Book hotel rooms and airport transfers for visitors from other sites and return confirmations in a timely manner.
• Keep the reception area tidy, stocked with sanitizer, and wipe down touch points throughout the day.
• Assist staff with maintenance and cleaning issues by passing messages to the cleaner or facilities management.
• Assist with ordering uniforms as needed.
• Help foster and promote an employee health & safety and food safety culture.
• Act in the best interest of Treatt at all times.
• Perform other tasks consistent with this role, which may change from time to time.

Requirements:

EDUCATION & TRAINING

• High school diploma or GED
• A minimum of 12 months working in a customer-facing role

KNOWLEDGE & EXPERIENCE

• Strong organizational skills with the ability to take initiative, be proactive, manage changing priorities, and work independently
• Great interpersonal and relationship skills
• An ownership mentality with the aptitude to work independently as required
• Excellent spoken and written communication skills
• Ability to build good working relationships with colleagues and customers
• Excellent attention to detail with a friendly and helpful nature
• Proven ability to prioritize workloads, meet tight deadlines, and work on own initiative
• Strong PC literacy, including Word and Excel
• Curiosity, drive, and determination to make continuous improvements

SKILLS & ABILITIES

• Organization: An ownership mentality with the aptitude to work independently. Able to organize and prioritize with a strong eye for detail and work under pressure to strict deadlines.
• Communication: Ability to communicate complex issues in clear, concise, persuasive language, both verbally and in writing, including presentations, meetings, trainings, and reports.
• People skills & relationship building: Strong team-working and interpersonal skills, with the ability to build effective relationships with peers and stakeholders at all levels through a collaborative approach.
• Integrity: Trustworthy, holds confidences, and stays resilient in tough situations.
• IT skills: Advanced level of Microsoft Office and business systems, with familiarity with commercial software.

WORKING CONDITIONS

Environment: Open office; physical presence on site required. Physical Factors: Sitting, walking, stooping, standing.

Travel: No