Office & Reception Administrator

Trailer Bridge•Jacksonville, FL

About The Position

The Office & Reception Administrator serves as the first point of contact for employees, visitors, and external partners, ensuring a professional and welcoming office environment. This role is responsible for managing front office operations, coordinating administrative support across departments, and optimizing office services to enhance efficiency. The position requires a proactive approach to office management, vendor coordination, and administrative functions such as invoice processing, mail distribution, and meeting coordination.

Requirements

2-4 years of administrative, office management, or front desk coordination experience.
High school diploma or equivalent required; some college coursework preferred.
Proficiency in Microsoft Office Suite and other business applications.
Strong organizational and time management skills, with a keen attention to detail.
Excellent verbal and written communication skills.
Ability to manage multiple priorities in a fast-paced, professional environment.
High level of professionalism, discretion, and customer service orientation.

Nice To Haves

Adaptable and able to thrive in a dynamic, evolving workplace.
Demonstrates initiative and problem-solving abilities to enhance office efficiency.
Aligns with the values and culture of Trailer Bridge, contributing to a collaborative work environment.

Responsibilities

Oversee front office operations, maintaining a professional, organized, and welcoming reception area.
Serve as a key liaison for internal teams, external visitors, and vendors to facilitate seamless office operations.
Manage inbound and outbound communication, including phone coverage, visitor check-ins, and correspondence distribution.
Coordinate office supply inventory and procurement to ensure seamless business operations.
Process invoices and expense tracking for multiple departments in accordance with accounting policies.
Support company events, meetings, and onboarding initiatives through logistics coordination and materials preparation.
Manage relationships with office service providers (e.g., facilities, snacks, coffee, water vendors), including contract setup and issue resolution.
Facilitate new hire onboarding support, including assembling welcome packages and coordinating initial office setup.
Oversee mail processing, shipping logistics, and package distribution, including FedEx and postage management.
Ensure compliance with company administrative protocols and contribute to process improvement initiatives.
Track and submit monthly accruals for the accounting department.
Assist with special projects and administrative initiatives as assigned.