Front Desk Admin at Air Distribution Technologies, Inc. in Plano, TX

Job description

• Provide comprehensive administrative and front office support to ensure smooth company operations. As the first point of contact for guests and visitors, you will represent the company’s professionalism and hospitality. This is an onsite role, Monday through Friday.

Responsibilities

• Oversee all front office operations, ensuring the area is presentable and functions efficiently.
• Greet and welcome visitors, maintain the sign-in register, and manage the arrival of scheduled guests.
• Answer all incoming calls promptly, directing them professionally to the appropriate person. Check and distribute voicemails each morning.
• Assist with logistics for internal teams and visitors, including ordering lunches and setting up beverages, coffee, and snacks in conference and training rooms.
• Assist with order entry, processing consignment and inventory orders for invoicing. Input part numbers, ship dates, and relevant information into the system.
• Collaborate with the finance department to ensure timely processing of bills and invoices and follow up on late payments with vendors.
• Serve as the primary contact for building maintenance, coordinating with vendors for repairs as needed.
• Enter purchase orders upon request and ensure invoices are properly coded and approved for vendor payments through the Flowis Tickets system.
• Manage incoming and outgoing mail, as well as UPS/FedEx packages. Notify recipients via TEAMS or phone about deliveries and occasionally handle outbound shipments.
• Assist managers with various projects to support daily operations.
• Perform additional duties as assigned or requested.

Requirements

• Associate’s degree in Business Administration or related field required.
• 3 plus years of related experience and/or training.
• Ability to read, analyze, and interpret standard business procedures.
• Strong writing skills for drafting business correspondence.
• Capable of effectively presenting information and responding to questions from managers, clients, customers, and visitors.
• To succeed in this role, proficiency in Microsoft Excel, Word, and PowerPoint is required. Familiarity with SAP is a plus.
• Professional, courteous demeanor with a customer-focused approach.
• Adherence to the company dress code for a professional appearance.
• Meticulous attention to detail and a commitment to accuracy.
• Outstanding interpersonal and phone etiquette skills.
• Exceptional organizational abilities, with the capacity to thrive in a multitasking environment.
• Proficient in basic math and typing.
• Punctuality and readiness to begin work promptly at the designated time.
• Ability to calculate figures and amounts such as discounts and percentage.

Skills

Required

• Microsoft Excel
• Word
• PowerPoint
• Proficient in basic math and typing

Preferred

• Familiarity with SAP