Receptionist & Customer Account Administrator

Position Summary

The Part-Time Receptionist & Customer Account Administrator provides essential on-site office management and customer account administration support for Azelis Industrial Chemicals. This dual-function role is responsible for coordinating daily West Chester office operations, visitor reception, executive and supplier meeting support, customer lead administration, mailing activities, and sales support functions. The position serves as a primary point of contact for office operations and customer lead management while ensuring timely and accurate administrative support.

Customer Lead & Account Administration

• Manage the Leads inbox and assign leads to the appropriate Account Manager or Technical Sales Representative (TSR).
• Forward leads to the appropriate Sales Support employee for entry and processing.
• Manage portal access requests and coordinate customer access approvals.
• Generate and distribute monthly Hi-Lo reports.
• Maintain accurate lead and account records.

West Chester Office Operations & Administrative Support

• Serve as the primary on-site administrative resource for the West Chester office.
• Monitor and order office supplies, beverages, snacks, and meeting materials.
• Maintain reception, common areas, kitchens, and conference rooms.
• Collect, sort, distribute, and route incoming mail, invoices, checks, and packages.
• Coordinate forwarding of checks and applicable documents to Dallas processing locations.
• Coordinate monthly office lunches and office events.

Corporate, Executive, Supplier & Training Meeting Support

• Coordinate room reservations and meeting logistics.
• Arrange catering, refreshments, supplies, and meeting materials.
• Support executive visits, supplier meetings, customer meetings, and training events.
• Provide room setup, visitor assistance, and post-meeting cleanup.

Visitor Reception & Business Coverage

• Welcome and assist customers, suppliers, executives, and visitors.
• Coordinate visitor arrivals and communicate schedules to meeting hosts.
• Provide on-site office coverage for meetings, deliveries, and visitors.

Trade Show & Sales Meeting Support

• Package, label, and ship literature, line cards, promotional items, and event materials.
• Support trade show preparation and logistics.
• Assist with National Sales Meeting materials, swag bags, and shipments.

Key Competencies

Customer Service, Professionalism, Communication, Organization, Multitasking, Attention to Detail, Time Management, Teamwork, Confidentiality, Initiative, Adaptability, and Problem Solving.

Qualifications

• At least 2 years of administrative, office operations, customer account support, or related experience preferred.
• Strong Microsoft 365 skills including Outlook, Excel, Word, Teams, and PowerPoint.
• Ability to learn Microsoft Dynamics 365 and other ERP/CRM systems.
• Experience coordinating meetings, visitors, catering, shipments, and office supplies preferred.
• Strong written and verbal communication skills.
• Ability to prioritize competing priorities and meet deadlines.
• Ability to appropriately handle confidential business information.
• Ability to work a consistent part-time schedule on-site in West Chester, Ohio.

Work Environment & Physical Requirements

Office-based role involving sustained computer work, walking between common areas and meeting rooms, room setup, restocking supplies, and handling mailings and shipments. Occasional lifting and movement of packages, office supplies, and meeting materials may be required. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

Essential On-Site Requirement

This position is designated as an essential on-site role. Regular physical presence at the West Chester office is a fundamental requirement due to responsibilities involving reception coverage, visitor management, executive and supplier meetings, mail and package handling, office operations, and business continuity needs. Schedule adjustments or early arrival may occasionally be required based on business activities.

Additional Responsibilities

Follow company policies, procedures, compliance requirements, safety standards, and Responsible Distribution principles. Perform other duties and special projects as assigned. This document is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities.

Expected hours: 20.0 per week

Work Location: In person