Front Desk Coordinator

Graham Manufacturing•Batavia, NY

6d•Onsite

About The Position

The Front Desk Coordinator will perform receptionist duties with a primary focus on exemplary customer service for both internal and external customers. Secondarily, they will work directly with the HR team to ensure tasks are implemented efficiently and effectively. This role involves managing the front desk and phones, operating communication systems, answering calls, providing information, transferring calls, taking messages, and routing emergency calls. The coordinator will also handle clerical duties such as typing, proofreading, scheduling appointments, and sorting mail. Additionally, they will answer questions about clients' businesses, open gates when assistance is needed, and perform security duties related to visitors and contractors. The role also includes assisting with setting up and organizing annual training sessions, managing the 'Extra Mile Shop' inventory and orders, maintaining customer service points, and handling employee shoe/safety allowances. The coordinator will create reports and spreadsheets for HR, maintain the company directory, monitor the Employee Community in Paylocity, and assist in creating and managing employee groups. They are expected to follow instructions, provide guidance to assisting employees, and participate in training coverage. The position also requires maintaining a clean and safe work area, practicing safety at all times, and bringing forward continuous improvement suggestions. Professional development is encouraged, with an expectation to follow up on goals and express a desire for growth within the company.

Requirements

High School Diploma
2 years in a related field or equivalent combination of education and experience.
Must be willing to work overtime as required.
Must have proficiency in MS office applications.
Ability and willingness to abide by set policies and/or safety programs established by GHM, our clients, and/or regulatory agencies which govern our performance and behavior in the normal course of our work while on GHM or the client’s property or job site.
Strong written and verbal communication skills required.
Strong organization and time management skills.
High attention to detail.
Demonstrate behavior consistent with company values.
Ability to work independently, with minimal direction as a highly motivated self-starter and within a team oriented culture.
Exhibits polite and professional communication via phone, e-mail and mail.
Maintain strict confidentiality regarding company matters.
Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
Obtains support and cooperation from others and reciprocates; demonstrates positive behaviors, displaying tact, respect, and understanding when dealing with others; proactively engages and confronts issues to achieve continual improvement.
Identifies opportunities and changes that benefit GHM; sets and achieves challenging goals; exhibits confidence in self and others; motivates other to perform well; effectively influences actions and opinions of others; displays passion and optimism; mobilizes self and others to fulfill the organizations goals, policies and procedures.
Manages difficult or emotional personnel situations; responds promptly to personnel needs; solicits personnel feedback to improve service; responds to requests for service and assistance; meets commitments.
Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce.
Develops strategies to achieve organization goals; prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
Speaks effectively and persuasively on controversial or complex topics; listens and gets clarification; ability to respond effectively to the most sensitive inquiries or complaints; writes clearly, correctly, and informatively.
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Required to speak and communicate clearly with others.
While performing the duties of this position, the incumbent is required to read, write, analyze data and reports, exercise judgment, develop plans, procedures and goals, present information to others and work under pressure.
This job operates in a clerical office setting.
This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.
Must be able to work in the U.S without sponsorship.

Responsibilities

Assist with the daily operations of the business by running the desk and phones.
Operate communication systems, such as telephone, switchboard, intercom, two-way radio, or computer.
Answer incoming calls, greeting callers, providing information, transferring calls and/or taking messages as necessary.
Route emergency calls appropriately.
Relay and route written and verbal messages.
Place telephone calls or arrange conference calls as instructed.
Perform clerical duties, such as typing, proofreading, accepting orders, scheduling appointments, and sorting mail.
Answer questions about clients' businesses, using reference files.
Opens gate when assistance is needed.
Performs all security duties as it pertains to visitors and contractors entering the buildings.
Assist with setting up annual training sessions, organizing participant data and providing any handout documentation needed.
Assist with tracking and scheduling the industry training sessions.
Assist with Human Resource annual training as needed.
Setting up and assigning training in Paylocity when necessary.
Reviewing and uploading training into Paylocity when needed.
Maintain extra mile shop, keeping it clean and seasonally correct.
Keep inventory accurate.
Order when necessary.
Assist employees when they need items from shop.
Maintains extra mile points and send sheets to supervisors when updated.
Keys in, maintains shoe/safety allowances for employees, and request payment from accounts payable.
Create reports, collect data, and spreadsheets for HR when needed.
Maintain company directory.
Monitor Employee Community – make sure all information is appropriate, delete when not, and notify HRBP if necessary.
Assist in creating groups for employees / monitoring information on the groups making sure everything is appropriate.
Adding information and fun notes into the community to keep people abreast of company information and involved with the community.
Follow instructions – oral and/or written.
Will provide instruction and guidance to employees assigned to assist and as required, will participate in training of receptionist/hr staff for coverage or new hire.
Performs other duties as assigned by the HR Manager, HRBP, or his/her designate.
Maintains a clean work area with no clutter.
Practices safety at all times while at work.
Follows safety policies and procedures and speaks up when others are non-compliant.
Wears all safety equipment when in the shop area.
Keeps an open mind to others continuous improvement suggestions.
Bring continuous improvement suggestions to the appropriate team member.
Demonstrates initiative, positive attitude, and enthusiasm for the job.
Will follow up with supervisor on professional development goals and opportunities.
Takes an interest and lets it be known that they have a desire to grow with the company.