Office Manager/Receptionist
3 days ago
Vineyard
Job Description Office Manager/Receptionist Job Description Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m. Location: On-site Reports to: HR Manager (and supports Executive Team) About Us Allied Electric Sign & Awning Co. exists to Bring Brands to Life. With over 30 years of experience in sign and awning design, fabrication, installation, and service, we are recognized as one of the safest and most reputable employers in the industry. We are growing and looking for high-quality, motivated individuals to join our team. Role Summary The Office Manager/Receptionist is the central hub of our workplace. They oversee front-desk operations, maintaining a clean, organized, and guest-ready office environment, coordinating facilities and vendors, managing supplies, supporting company events, and assisting with light administrative projects for the Executive Team. This hybrid position blends front-of-house hospitality with office management responsibilities. While the role partners closely with HR, it does not perform HR duties. They support recruiting logistics such as resume screening, scheduling interviews, and preparing new-hire desk setups. The ideal candidate is warm, highly organized, proactive, and committed to creating a positive, polished workplace experience for employees and visitors. Key Responsibilities Front Desk & Guest Experience (Receptionist Functions) * Serve as the first point of contact by greeting visitors, vendors, and job candidates with professionalism and warmth. * Answer, route, and respond to phone calls and general inquiry emails. * Monitor and manage the front desk inbox; escalate inquiries to the correct departments. * Maintain a spotless, organized, and clutter-free lobby and front desk area at all times. * Manage visitor sign-in and hospitality (offering beverages, directing guests, preparing rooms). * Assist with conference room booking, set-up, and light hospitality tasks. * Ensure conference rooms remain clean, organized, and reset after use. * Assist with outgoing and incoming shipments, deliveries, and package notifications. Office Operations & Facilities Management (Office Manager Functions) * Oversee the daily cleanliness, professionalism, and appearance of the entire office, especially the lobby, hallways, breakroom, conference rooms, and shared spaces. * Clean and maintain the breakroom throughout the day (wipe counters, restock supplies, tidy coffee area, remove trash from tables, etc.). Although custodial services visit regularly, the breakroom and shared spaces must remain clean and guest-ready at all times. * Perform monthly refrigerator clean-outs, removing expired food, wiping down shelves, and communicating expectations for food storage to staff. * Conduct morning and afternoon office space walkthroughs to ensure all shared areas are presentable, decluttered, and free of debris or safety hazards. * Order, replenish, and track all office, breakroom, and cleaning supplies; maintain organized supply storage and prevent stock-outs or overordering. * Manage supply budgets; reconcile office-related receipts and invoices. * Manage facility vendors (custodial, window washing, landscaping, water systems, waste management, etc.): * Schedule services * Conduct quality checks * Maintain contracts and documentation * Address issues promptly * Coordinate office repairs and maintenance needs with internal teams and external vendors. * Maintain the master office calendar for vendor visits, cleanings, and operational services. * Perform office errands, including mail collection, PO Box runs, supply pickups, FedEx/UPS drop-offs, and Costco runs, and consolidate errands to minimize time away from the front desk. Events, Culture & Hospitality * Plan and execute company events such as annual Holiday party, Thanksgiving turkey distribution, summer family events, Halloween activities, employee birthdays, and Town Hall meetings (chairs, AV coordination, refreshments). * Coordinate hospitality gestures for life events, including bereavement flowers, new baby gifts, and marriage celebrations. * Manage company swag inventory, organization, distribution, and reordering. * Assist with meeting set-ups, refreshments, and event space preparation. Executive & Administrative Support (Light) * Assist the Executive Team with small administrative projects such as printing packets, creating binders, organizing documents, data entry, travel arrangements, and occasional scheduling tasks. * Create simple internal communications for closures, announcements, and events. * Maintain and update the lobby digital signage and office message boards with company announcements, employee highlights, and project updates. Recruiting Support (Not HR Duties) This role provides logistical support only for the recruiting process and does not participate in HR decision-making, employee relations, confidential HR matters, or any HR administrative processing. * Screen incoming applications for basic qualifications according to the criteria provided by HR. * Schedule phone screens or interviews at the direction of the HR Manager. * Organize welcome swag, new hire desk setups, and workstation readiness for first-day arrivals. Finance & Budget Support * Track and reconcile event and office-related expenses against monthly budgets. * Submit invoice documentation and receipts to accounting using software. * Scan checks for deposit and route confirmations to appropriate team members. Organization, Systems & Compliance * Maintain clean, organized digital and physical files related to office operations, vendor contracts, supply management, and event documentation. * Create and update SOPs and checklists for recurring office tasks (mail runs, deposits, supply ordering, meeting room resets, fridge clean-outs, vendor days, etc.). * Implement systems to improve efficiency, reduce waste, and maintain consistency across office operations. Qualifications * 3+ years of experience in office management, administrative operations, facilities coordination, or receptionist/executive support roles. * Strong planning and organizational skills with the ability to manage multiple priorities simultaneously. * Proficiency in Google Workspace; comfort with spreadsheets, slides, and basic digital communication tools. * Canva or similar tool experience is a plus. * Familiarity with LinkedIn/Instagram/Facebook for light business posting is preferred. * Valid driver’s license and reliable transportation for errands. * Ability to lift/move up to 25 lbs (chairs, supplies, cases of beverages). * Professional, friendly communication style and strong customer service mindset. Key Competencies * Warm, polished communication and guest service. * Strong ownership of office cleanliness, appearance, and readiness. * Vendor and event coordination experience. * Detail-oriented time management, organization, and follow-through. * Ability to create repeatable processes and maintain systems. * Discretion when supporting executives. * Calm, proactive problem-solver. Success Metrics * Front desk coverage is consistent, professional, and uninterrupted. * Breakroom and common areas remain clean, stocked, and guest-ready at all times. * Monthly fridge clean-outs are completed and documented. * Errands are efficiently consolidated, reducing time spent away from reception. * Supplies remain stocked without shortages or excess. * Vendor services are completed on schedule and meet quality expectations. * Events are executed on time, within budget, with positive employee feedback. * Recruiting support tasks (resume screening, scheduling) are completed quickly and accurately. * Lobby digital signage is updated regularly with accurate and timely information. * Asks for clarification on projects and deadlines and communicates updates in a timely manner. Work Environment & Schedule * Full-time, on-site position, 8:00 am - 5:00 pm * Occasional early mornings or evenings when required for events. (7:30 am meeting once a month. Possibly two Saturdays a year) * Requires regular walking, standing, and lifting of moderate weight. * Includes periodic driving for errands. Benefits Allied Electric Sign & Awning Co. offers a comprehensive benefits package, including: * 8 Paid Holidays * 40 Hours of PTO (with additional PTO available based on tenure and policy) * Company-Paid Life Insurance * 401(k) with 25% Company Match * Health Insurance via PeopleKeep ICHRA (flexible reimbursement for employee-selected plans) Background Check Requirement Because we prioritize safety, compliance, and trust, all final candidates must complete a background check as part of the hiring process. Employment is contingent upon the results of this screening. Allied Electric Sign & Awning follows Fair Chance hiring practices. This means we consider all qualified applicants, including individuals with prior convictions, and evaluate background check results on a case-by-case basis in accordance with applicable laws. A past conviction does not automatically disqualify a candidate from employment. EEO Statement We are an equal opportunity employer and value diversity. All employment decisions are based on qualifications, merit, and business needs.