administrative assistant

Position Summary

The Front Desk Administrator serves as the first point of contact for visitors, customers, and vendors while providing administrative and operational support across departments. This role requires a detail-oriented professional with strong communication skills and the ability to manage purchasing responsibilities for office and maintenance supplies. The ideal candidate has 2–5 years of relevant experience and thrives in a fast-paced, industrial environment.

Key Responsibilities

Front Desk & Administrative Duties

• Greet and assist visitors, customers, drivers, and vendors in a professional and timely manner
• Answer and direct incoming phone calls, emails, and inquiries
• Maintain front office organization, cleanliness, and professionalism
• Manage incoming and outgoing mail, packages, and deliveries
• Provide general administrative support to departments as needed
• Assist with data entry, filing, and document management

Purchasing & Inventory Management

• Procure office supplies, shop supplies, and maintenance parts as needed
• Maintain inventory levels and reorder supplies to avoid shortages
• Coordinate with maintenance and operations teams to identify parts and supply needs
• Research vendors, obtain quotes, and ensure cost-effective purchasing decisions
• Track orders, verify deliveries, and resolve discrepancies with vendors
• Maintain purchasing records, invoices, and documentation for accounting

Coordination & Communication

• Serve as a liaison between departments, vendors, and external partners
• Support scheduling, coordination of meetings, and internal communications
• Assist leadership with special projects and operational initiatives

Qualifications

• Experience: 2–5 years in administrative, front desk, or office coordination roles (industrial or fast-paced environments preferred)
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Experience with purchasing, ordering, or inventory management preferred
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to handle sensitive information with professionalism and discretion

Preferred Skills

• Experience working in manufacturing, logistics, or scrap/recycling environments
• Familiarity with maintenance parts or shop supply ordering
• Ability to prioritize tasks and adapt to changing needs
• Strong attention to detail and follow-through

Work Environment

• Fast-paced office within an industrial/scrap yard setting
• Frequent interaction with drivers, vendors, and internal teams
• May require occasional time spent coordinating with shop or yard personnel

Key Attributes for Success

• Proactive problem-solver with strong follow-up skills
• Cost-conscious mindset when making purchasing decisions
• Reliable, dependable, and able to work independently