Reception and Administrative Operations Speci

MC Machinery Systems, Inc.•Elk Grove Village, IL

30d•Onsite

About The Position

The Reception & Administrative Operations Specialist manages the front desk at corporate headquarters and serves as a central hub for daily operations. Operating at the center of corporate communications, sales support, operational logistics, and executive-level coordination, this role requires exceptional attention to detail, strong business acumen, and the ability to learn and retain extensive product, personnel, and departmental knowledge in a technically diverse, globally connected environment. This highly visible position represents the organization at its public front line while coordinating complex, high-volume information across multiple divisions and product lines. Success in the role demands professionalism, independent judgment, consistent accuracy, and a proactive, customer-focused approach.

Requirements

High-level professionalism with strong interpersonal skills and discretion in a visible role.
Precision and consistency in routing, documentation, and scheduling.
Ability to quickly learn complex products, organizational structures, and workflows.
Clear, professional communication (phone, email, and in person).
Proven prioritization, volume management, and sound decision-making under time pressure.
Proficiency in Microsoft Office; familiarity with VoIP phone systems (Zoom Phone), Salesforce, and Microsoft Dynamics AX preferred.
5–7+ years of advanced administrative and/or front-office experience in a corporate environment required.
Experience supporting multi-division operations and a headquarters-level front office strongly preferred.
Demonstrated ability to handle confidential information and time-sensitive tasks with accuracy.

Nice To Haves

Experience with CRM (Salesforce), ERP (Microsoft Dynamics AX or similar), and production/digital press equipment (Konica Minolta/Xerox; Fiery Command WorkStation) a plus.
Associate or bachelor’s degree preferred.

Responsibilities

Serve as the primary receptionist by greeting visitors, managing sign-ins, distributing badges, and maintaining a professional and secure lobby environment.
Manage inbound calls through Zoom Phone, route inquiries to appropriate departments, and oversee general email inbox and web contact form communications.
Coordinate visitor vetting, interview arrivals, and new hire onboarding notifications with HR and management.
Manage calendars, conference rooms, and meeting logistics in Microsoft Outlook, including recurring meetings, room reservations, and A/V coordination.
Coordinate weekly machine demonstrations and onsite events, including scheduling, logistics, room setup, and communication with stakeholders.
Maintain conference room readiness, meeting signage, and collaboration supplies; coordinate with Facilities and IT as needed.
Process and distribute incoming mail and prepare domestic and international shipments, including documentation and tracking updates.
Manage sales lead distribution across divisions, ensure complete information, and support CRM data accuracy.
Operate production printers for sales literature, maintain inventory of printed materials, and support trade show preparation.
Maintain office supply inventory, manage vendor orders, and assist with purchasing through Microsoft Dynamics AX or similar ERP systems.
Maintain administrative procedures, internal directories, and documentation to ensure accurate and up-to-date operational processes.
Other duties as assigned