Office Administrator

The Hatch Group, Inc.•Plainville, MA

11d•$22 - $27•Onsite

About The Position

The Hatch Group is seeking a reliable and personable Office Administrator to serve as the welcoming face of the company. This role is responsible for keeping the front office running smoothly and ensuring that visitors, callers, and employees feel well-cared for. It is a hands-on position at the core of office operations, involving daily front desk and office management tasks. The administrator will greet visitors, manage calls and correspondence, handle mail and scheduling, and maintain office organization and supplies. Additionally, they will coordinate with internal departments and external vendors, and assist in training administrative staff to improve overall office efficiency. The ideal candidate is organized, warm, and takes pride in ensuring smooth operations.

Requirements

High school diploma.
Proficiency with Microsoft Office Suite.
Reliable, professional, courteous, and patient.
Excellent communication and writing skills.
Dependable attendance and punctuality — the front desk must remain reliably covered.
Ability to stay calm, organized, and professional while managing interruptions and competing priorities.
Discretion and good judgment when handling sensitive or confidential information.

Nice To Haves

Associate’s degree.
Bilingual (English/Spanish).
Prior front desk, reception, or administrative experience.

Responsibilities

Welcome guests, employees, and clients, clarify the purpose of their visit, and direct them to the right person.
Manage visitor sign-in and sign-out, issue visitor badges, notify the host employee, and ensure guests follow site and safety protocols.
Answer all incoming calls and emails to the main office and relay inter-office messages promptly.
Operate and maintain the multi-line phone system, and serve as the first point of contact for basic office equipment issues (copiers, printers), coordinating with IT or vendors as needed.
Send and receive mail, documents, supplies, and packages; distribute to mailboxes and offices as requested.
Process material orders placed in person, by phone, or by text from contractor and wholesale customers, entering them accurately in QuickBooks.
Schedule deliveries and coordinate trucking to get materials to job sites on time.
Maintain organized filing systems and accurate records, handling mail and documents with discretion and confidentiality.
Monitor and reorder office supplies to keep the office well-stocked.
Manage scheduling, book appointments, and prepare conference rooms for meetings — including setup and coordinating refreshments or catering.
Support new-hire and seasonal onboarding logistics, including preparing workspaces, badges, and welcome materials.
Coordinate with internal departments and external vendors as needed.
Help train new and existing administrative staff across front-office functions, and provide backup coverage during absences.