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About the Role

The Receptionist / Administrative Coordinator serves as the first point of contact for visitors, customers, vendors, and employees, providing administrative support across multiple departments. This role is responsible for front desk operations, document management, office administration, report preparation, meeting and visitor coordination, and general business support activities.

Responsibilities

• Answer and direct incoming phone calls professionally.
• Greet and assist visitors, customers, vendors, candidates, and employees.
• Manage visitor sign-in procedures and notify employees of guest arrivals.
• Maintain a professional and organized reception area.
• Receive, sort, scan, and distribute incoming mail and business documents.
• Route invoices and correspondence to appropriate departments.
• Maintain electronic filing systems and shared records.
• Scan, organize, upload, and archive customer order documentation.
• Retrieve and print documents from company systems as required.
• Maintain customer files and supporting records.
• Utilize Microsoft Office and Syteline ERP to support daily business operations.
• Prepare and distribute recurring reports.
• Assist with invoice retrieval, distribution, and record management activities.
• Maintain accurate records and administrative files.
• Support departmental projects and other administrative functions as assigned.
• Monitor office and breakroom supply levels and coordinate replenishment.
• Assist with procurement of office supplies and related materials.
• Coordinate facility-related administrative needs with internal departments.
• Help maintain an organized and professional office environment.
• Coordinate conference room scheduling and setup for meetings, customer visits, and interviews.
• Arrange refreshments, catering, and visitor accommodations as needed.
• Support employee events, recognition activities, and company functions.
• Maintain and distribute monthly after-hours on-call schedules for service technicians.
• Coordinate schedule updates to accommodate employee vacation and time-off requests.
• Distribute daily call activity reports received from the company's after-hours answering service.
• Maintain records and communication related to after-hours support operations.

Requirements

• High school diploma or equivalent required.
• Previous administrative, receptionist, or office support experience preferred.
• Ability to learn and utilize ERP systems, including Syteline.
• Strong organizational, communication, and multitasking skills.
• Attention to detail and ability to manage multiple priorities.
• Professional and customer-focused demeanor.

Skills

• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• Syteline ERP
• Customer Service
• Communication
• Organization & Planning
• Attention to Detail
• Time Management
• Confidentiality
• Multitasking
• Teamwork
• Professionalism

Location

• Onsite

Work Type

• Full-time

Experience Level

• Preferred previous administrative, receptionist, or office support experience

Education Level

• High school diploma or equivalent

Salary/Compensations

• $20-25/hr

Benefits

• Comprehensive medical/dental programs
• Life insurance
• Generous paid time off program
• Retirement savings plan with a company match
• Benefits eligibility on the first day of employment

About the Company

• Pro Mach, Inc. was named to the Inc. 5,000 list of the fastest growing private companies in the U.S. seven times.
• We continue to introduce innovative products, enter new markets, expand our global presence, and actively acquire new capabilities.
• We have the rewards, opportunities, and the market strength of a large organization combined with the entrepreneurial culture of a small, fast-paced company.
• You will enjoy the benefits of working with a growing company that competes globally, with the personal touch and feel of a smaller company where you can make an impact every day.

Equal Opportunity

• ProMach is an Equal Opportunity Employer.
• Pro Mach uses E-Verify to verify employment eligibility of all new hires to work in the United States.
• Pro Mach is a drug-free workplace.
• We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.