Job Description

Overview

Serves as the primary point of contact for customers, visitors, vendors, and employees, delivering exceptional customer service and administrative support. This role supports daily office operations, business communications, CRM administration, and executive scheduling while maintaining a professional, organized, and customer-focused work environment.

Responsibilities

• Greet and assist visitors, customers, vendors, and employees in a professional and welcoming manner.
• Answer, screen, and direct incoming phone calls and general inquiries.
• Manage visitor check-in procedures and conference room readiness.
• Monitor and manage shared inbox communications, routing requests to the appropriate personnel.
• Prepare, edit, format, proofread, and distribute proposals, correspondence, and other business documents.
• Process, organize, and maintain electronic and physical business records.
• Manage document routing, approvals, electronic signature workflows, and filing systems.
• Support special projects and administrative initiatives as assigned.
• Coordinate calendars, meetings, appointments, customer lunches, and travel arrangements for the President and department leaders.
• Manage meeting invitations, conference room reservations, and scheduling logistics through Microsoft Outlook.
• Provide administrative assistance to department managers as business needs require.
• Maintain accurate customer, opportunity, project, and account information within Microsoft Dynamics and other business systems.
• Perform CRM data entry, record updates, and database maintenance.
• Assist with reporting activities and data quality audits.
• Ensure customer and project information remains current, accurate, and complete.
• Administer customer survey and feedback programs, including distribution, tracking, and follow-up communications.
• Conduct customer outreach by phone and email to collect feedback and strengthen relationships.
• Document and route customer concerns to the appropriate departments for resolution.
• Maintain customer experience records and reporting metrics.
• Coordinate incoming and outgoing mail, courier services, and office supply inventory.
• Assist with company events, internal meetings, and office logistics.
• Maintain confidentiality of company, customer, and employee information.
• Perform additional duties and special projects as assigned.

Qualifications

JOB SPECIFICATIONS:

• High school diploma or equivalent required.
• 2+ years of experience in reception, administrative support, office coordination, or customer service.
• Strong typing skills with a high level of speed and accuracy.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and PowerPoint.
• Experience using Microsoft Dynamics CRM or similar CRM platforms.
• Experience coordinating executive calendars, meetings, and business communications.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, and time-management abilities.
• Exceptional attention to detail, particularly in document editing and data entry.
• Ability to work effectively with employees, customers, vendors, and leadership.

PHYSICAL DEMANDS:

• Regularly required to sit, stand, and walk.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.