Reports to: Human Resources Director

FLSA: Hourly, Non-Exempt

Location: New Castle, PA

Schedule: Mon – Fri, 8:00am – 5:00pm

Position Overview

The Receptionist/Office Coordinator serves as the primary front desk representative and first point of contact for employees, guests, customers, vendors, and callers. This role is responsible for providing professional reception coverage, answering and routing incoming calls, greeting and assisting visitors, and helping ensure the front office is welcoming, organized, and running smoothly. In addition to reception responsibilities, this position provides administrative, office coordination, and executive support as needed.

This role is ideal for someone who is organized, professional, dependable, and comfortable managing a variety of administrative responsibilities in a fast-paced office environment. The ideal candidate enjoys being a helpful resource to others, can maintain professionalism while handling frequent interruptions, and is able to balance front desk coverage with executive and office support responsibilities.

Core Responsibilities

Reception & Front Desk Coverage: Serve as the primary point of contact for visitors, callers, vendors, customers, and employees. Maintain a professional and welcoming front office environment, answer and route incoming calls, greet guests, assist with visitor needs, and ensure individuals are connected with the appropriate employee, department, or resource. Maintain dependable front desk coverage throughout the workday while balancing other administrative priorities.
Executive Administrative Support: Provide day-to-day administrative support to the executive team, including calendar management, meeting coordination, travel planning, document preparation, expense-related support, and follow-up on administrative details. Handle confidential information with professionalism, discretion, and accuracy.
Office Operations & Events Coordination: Help manage the daily flow of the office by coordinating conference room bookings, meeting setup, food and beverage orders, office supplies, shared spaces, mail distribution, company meetings, employee events, customer visits, executive meetings, celebrations, and other internal activities. Support logistics, communication, ordering, setup, and follow-through to help office activities and events run smoothly.
Cross-Functional Support: Partner with HR, accounting, sales, operations, and leadership to support scheduling, internal communication, recordkeeping, special projects, and other administrative needs as business priorities evolve.

Role Requirements

Professional, friendly, and service-oriented communication style with strong phone etiquette and the ability to represent the company well to visitors, callers, vendors, customers, and employees.
Strong organizational skills, attention to detail, and ability to manage multiple priorities while maintaining front desk coverage and responding to frequent interruptions.
Ability to exercise discretion, sound judgment, and confidentiality when supporting executives, handling visitor matters, and working with company or employee information.
Ability to perform general office duties, including sitting or standing for extended periods, using a computer and phone throughout the day, and occasionally lifting or moving office supplies, food orders, or meeting materials.
Dependable attendance and punctuality, with the ability to work on-site Monday through Friday, 8:00 a.m. to 5:00 p.m.

Qualifications

2+ years of experience in office coordination, reception, administrative support, executive support, customer service, hospitality, event coordination, or a related role preferred.
Experience managing calendars, coordinating meetings, arranging travel, ordering food for meetings or events, and supporting company-wide office activities preferred.
Proficiency with Microsoft Outlook, Teams, Word, Excel, shared calendars, and general office technology required.
High school diploma or equivalent required; additional business, administrative, or office-related training preferred.

Skills & Competencies

Professional presence and strong customer service mindset.
Excellent organization, time management, and follow-through.
Strong verbal communication and written communication skills.
Ability to work independently while supporting multiple leaders, departments, and priorities.
Comfortable coordinating details, solving problems, and keeping office activities moving smoothly.
Positive, helpful, proactive, and team-oriented approach.

Preferred Candidate Profile:

A strong candidate will be a polished, dependable, and highly organized administrative professional who enjoys serving as the front desk representative and central point of contact for office activity. This individual should be comfortable prioritizing reception coverage while also supporting executive administrative needs, meeting coordination, travel planning, food orders, company events, and general office operations in a fast-paced environment.