Job Description: Front Desk Receptionist

Department: Administration

Reports To: President

Position Type: Full-Time

Position Summary

The Front Desk Receptionist serves as the primary point of contact for all incoming communications via the phone line/system, as well as in-person visitors. This role is responsible for managing phone and email communications, coordinating visitor check-ins, and supporting general administrative tasks to ensure smooth office operations. Additionally, this position serves as a backup for Customer Service, Service & Warranty Departments, and assists with Chassis Check-ins.

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Key Responsibilities

Phone System & Communication

• Serve as the primary operator of the company’s phone line/system.
• Answer incoming calls promptly and professionally, routing calls to the appropriate personnel or department.
• Take accurate messages and ensure timely delivery to recipients.
• Maintain and troubleshoot basic phone system issues, escalating technical problems as needed.

Reception & Customer Service

• Greet visitors and employees professionally, providing a welcoming and helpful environment.
• Maintain visitor logs, security protocols, and identification badge issuance.
• Respond to inquiries from internal and external stakeholders promptly and professionally.

Administrative & Operational Support

• Assist with scheduling appointments, meetings, and conference rooms.
• Maintain organized reception and office areas.
• Prepare and distribute correspondence, documents, and reports as needed.
• Coordinate office supply orders and maintain inventory at the front desk.

Backup Responsibilities

• Serve as a backup for Customer Service to answer inquiries, process requests, and manage communications.
• Support Service & Warranty Departments as needed with documentation, calls, and scheduling.
• Assist with Chassis Check-ins, ensuring accurate recording and documentation of incoming units.

Operational & Safety Responsibilities

• Communicate effectively with supervisors and team members.
• Arrive on time and ensure the front desk is staffed during assigned hours.
• Follow all safety procedures and guidelines; always be safety conscious.
• Work independently with minimal supervision and collaboratively with team members to complete tasks.
• Maintain awareness of office and facility safety policies, reporting hazards or concerns immediately.

General Support

• Complete additional tasks or projects assigned by the Standard Service Manager.
• Participate in cross-training in related administrative tasks to ensure adequate coverage.
• Assist with troubleshooting operational issues at the front desk as needed.

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Education & Experience

• High school diploma or equivalent required; associate degree preferred.
• Previous receptionist, customer service, or administrative experience preferred.
• Strong communication, organizational, and multitasking skills required.
• Proficiency with Microsoft Office Suite and basic office equipment.
• Experience with multi-line phone systems and CRM software is highly preferred.

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Physical Requirements

Employees in this position must be able to perform the following activities:

• Sit or stand for extended periods.
• Lift, carry, push, and pull up to 25 lbs. occasionally (files, packages, office supplies).
• Perform repetitive hand motions such as typing, writing, and answering phones.
• Visual ability to read documents, computer screens, and phone displays.
• Hearing ability to communicate effectively with visitors and employees.
• Occasionally walk through office and manufacturing areas as needed.