Reception and Office Administrator
About The Position
We are seeking a dynamic and resourceful Reception & Office Administrator to join our rapidly growing startup. As we develop cutting-edge products for our thermochemical energy storage systems in our engineering and research facilities, we need someone who can keep our team and our day-to-day operations running smoothly and efficiently. This is a vital multi-faceted role. You will be the face of the company at the front desk while simultaneously acting as the administrative engine for our leadership team. The ideal candidate is a master of first impressions who is equally comfortable managing complex travel itineraries, scheduling high-priority meetings, and ensuring our engineering facility runs smoothly.
Requirements
- 3+ years of experience in a front office, reception, or administrative role, preferably within a startup or technical environment.
- Ability to lift up to 25 lbs.
- Proven ability to manage a busy front desk while staying focused on detailed administrative tasks like travel and scheduling.
- Strong organizational skills with a high attention to detail regarding inventory management and office cleanliness.
- High proficiency in Microsoft Office Suite (Outlook, Word, Excel) and experience using digital tools for scheduling and travel booking.
- High proficiency in Google suite and Slack and experience using cloud-based platforms and services.
- Excellent verbal and written communication skills with the ability to interact professionally with investors, board members, and staff.
- A self-starter who identifies office needs before they become problems and works well with minimal supervision.
Nice To Haves
- Bachelor’s degree in Business Administration or a related field preferred
Responsibilities
- Serve as the primary point of contact for all visitors and deliveries. Maintain a professional, organized, and welcoming reception area while directing guests to the appropriate host.
- Provide direct administrative assistance to the leadership team, including managing calendars, proactively scheduling internal/external meetings, and coordinating complex domestic and international travel arrangements.
- Coordinate meeting logistics, including room booking (virtual/physical) and required technology. Take ownership of ordering and coordinating catering for office lunches, team events, and board meetings.
- Assist People Operations in company events and team building organization, taking the lead and ownership in maintaining process from start to finish once kicked off by tracking budget, logistics, and other critical moving pieces.
- In charge of keeping the office and breakroom fully stocked. This includes proactively monitoring and ordering office supplies, snacks, coffee, and beverages while ensuring cost-effective purchasing.
- Maintain mailroom duties: receiving and mailing out office related mail/packages that are G&A related (does not pertain to production or manufacturing).
- Maintain mailroom cleanliness and ensure general office supplies are always in stock and available for employees to access.
- Act as the main point of contact for our cleaning crew and other facility vendors to ensure the office, lab-support areas, and common spaces are maintained to a high standard. Oversee maintenance for all office equipment (printers, copiers, etc.).
- Assist with accurate and timely processing of expense reports and maintaining digital filing systems.
Benefits
- equity
- benefits
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
