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Receptionist & Administrative Coordinator

Location
Maine Office, Scarborough, ME, US
Workplace
On-site
Compensation
$18 – $28
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About this role

Position Summary

The Receptionist & Administrative Coordinator is a key member of the team, serving as the first point of contact for visitors, callers, and employees while ensuring the efficient day-to-day operation of the office. This role combines front desk reception with administrative and office coordination responsibilities, including managing office supplies, coordinating travel arrangements, supporting internal operations, and maintaining a professional, organized, and welcoming workplace environment. The ideal candidate is highly organized, customer service-focused, and able to manage multiple priorities while delivering exceptional support to employees and guests.

RESPONSIBILITIES

Duties include, but are not limited to:

  • Serve as the first point of contact for visitors, providing a professional and welcoming experience.
  • Answer, screen, and direct incoming telephone calls in a courteous and efficient manner.
  • Manage the reception area and ensure a clean, organized, and professional office environment.
  • Coordinate office operations, including ordering and maintaining office, kitchen, and breakroom supplies.
  • Monitor inventory levels and proactively replenish supplies as needed.
  • Coordinate catering and meal arrangements for meetings.
  • Arrange travel including flights, hotels, rental cars, and itineraries for Sr. leadership and others as needed.
  • Receive, sort, and distribute incoming mail, packages, and deliveries.
  • Schedule conference rooms and assist with meeting logistics.
  • Provide administrative support to various departments as needed.
  • Assist Marketing with planning and coordination of employee events, meetings, and office activities.
  • Coordinate with facilities regarding office maintenance needs.
  • Support special projects and perform additional administrative duties as assigned.
  • Maintain confidentiality of sensitive information and company records.

PHYSICAL REQUIREMENTS AND JOB ENVIRONMENT

  • Work is performed primarily in a quiet office environment.
  • Must be able to hear and speak clearly in order to communicate with visitors, callers, employees, vendors, and other business contacts.
  • Must be able to type and use standard office equipment, including a computer, phone, copier, printer, and related office technology.
  • Must be able to sit for extended periods of time while performing computer-based and administrative work.
  • Must be able to stand, walk, bend, stoop, reach, and move throughout the office as needed to stock supplies, receive deliveries, organize storage areas, and support office operations.
  • Must be able to occasionally lift, carry, push, or pull office supplies, packages, or materials consistent with office administrative duties.

 REQUIRED QUALIFICATIONS

  • High School diploma required; associate degree or additional education preferred.
  • 2+ years of experience in a receptionist, administrative assistant, office coordinator, or customer service role preferred.
  • Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
  • Excellent organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
  • Professional appearance and demeanor.
  • Positive, energetic, and customer-focused attitude.
  • Ability to work independently and collaboratively within a team environment.
  • Strong problem-solving skills and willingness to take initiative.
  • Dependable, flexible, and adaptable to changing priorities.


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