Receptionist, Office Administration Coordinator

Toyota Connected North America•Plano, TX

8d•Onsite

About The Position

The Receptionist, Office Administration Coordinator serves as the first point of contact for the office and plays a key role in maintaining a professional, welcoming, and efficient workplace. This position provides high-level administrative support, manages day-to-day office operations, coordinates events and calendars, and supports a positive office culture. The ideal candidate is friendly, highly organized, detail-oriented, customer-focused, and able to manage multiple priorities in a dynamic office environment.

Requirements

3+ years of experience in an administrative, receptionist, office coordinator, or executive assistant role
Strong customer-focused mindset with the ability to remain friendly and approachable while maintaining professionalism
Proficiency with Microsoft Office, calendar tools, and collaboration platforms
Willingness and ability to learn new tools, systems, and processes
Ability to work onsite in our Plano, TX office Monday through Friday from 8:00 a.m. to 5:00 p.m.
Strong organizational and time-management skills with exceptional attention to detail
Excellent written and verbal communication skills
Ability to handle confidential and sensitive information with discretion
Ability to manage multiple priorities in a dynamic environment
Ability to work independently and take ownership of responsibilities
Strong interpersonal skills with the ability to collaborate effectively with peers and leaders
Ability to develop healthy working relationships and collaborate with peers and leaders
Demonstrates integrity and high standards in work quality

Responsibilities

Reception and Visitor Experience Greet, sign in, and assist guests, clients, customers, and visitors in a professional and welcoming manner
Manage visitor access, guest badges, and maintain security awareness
Maintain a polished, organized, and professional front desk and reception area
Office Administration and Operations Coordinate facilities-related maintenance requests such as restroom issues, leaks, and office repairs
Partner with property management on parking, security, access badges, temperature control, and building-related concerns
Assist with troubleshooting office issues and escalate as needed
Manage and maintain fleet vehicle documentation and records
Support other administrative staff to ensure a smooth, efficient, and professional office environment
Procurement, Systems, and Process Support Research and evaluate facilities and administrative vendors as needed
Submit purchase orders through internal procurement system
Prepare, submit, and track expense reports related to facilities, office operations, and administrative support
Maintain and update the organizational chart, ensuring accuracy and timely updates
Events, Calendars, and Culture Support Maintain and update the company-wide event calendar, including company holidays
Coordinate internal office events, social hours, and cultural initiatives
Coordinate daily lunch orders with various vendors, including menu planning, ordering, and delivery coordination
Prepare and manage the weekly lunch order form
Maintain inventory of corporate gifts, including new hire, executive and new baby gifts
Order bereavement and hospital support flowers as needed
Office Supplies, Catering & Inventory Management Order, maintain, and track inventory of office supplies, snacks, beverages, kitchen items, and catering supplies
Ensure reception, coffee bar, lunchroom, kitchen, and common areas remain clean, organized, and well-stocked
Mail, Deliveries & Records Receive, sort, and notify team members of incoming mail, packages, and special deliveries
Prepare outgoing shipments and mailing labels
Maintain organized records related to office operations and executive support