Job Title: Administrative Assistant/Receptionist
Employer: Pro-Liquitech, LLC dba Flavorman
Department/Team: Operations
Reports to: Chief Operations Officer
Responsibilities for Food Safety: None
Training Required by Flavorman: Yes
Back-Up Staff: Executive Assistant
Summary The Administrative Assistant/Receptionist plays a key role in supporting daily office operations and maintaining a welcoming, organized environment. Primary responsibilities include greeting and assisting guests, managing phone and mail communications, coordinating vendor and trade visits, overseeing property maintenance, ordering office and facility supplies, and providing administrative scheduling support. This position also assists with special projects and ensures efficient front-office operations.
Duties and Responsibilities - Greet and assist clients, visitors, and vendors professionally.
- Escort guests and coordinate vendor access when needed.
- Manage multi-line phone system-answer, screen, and direct calls.
- Receive, sort, and distribute mail and packages; handle courier pickups/deliveries.
- Collect and deliver outgoing mail to the post office.
- Serve as a liaison between departments for internal and external communications.
- Maintain strong relationships with vendors and service providers.
- Coordinate repairs, preventative maintenance, and office service requests.
- Support onboarding by preparing workstations and coordinating IT setup.
- Maintain phone systems and assist with email account administration.
- Manage ordering of office supplies and facility-related cleaning products.
- Coordinate facility maintenance, cleaning schedules, and repair services.
- Obtain and schedule quotes for repairs or replacements, track approvals and invoices.
- Translate communications as needed and manage facility support team schedules, including time off tracking and hours approval.
Qualifications - Strong verbal and written communication skills.
- Excellent interpersonal and customer service abilities.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Familiarity with translation tools such as Google Translate.
- Solid organizational and time management skills, with the ability to multitask and prioritize effectively.
- Basic knowledge of administrative and clerical procedures.
- Bilingual (English/Spanish) a plus.
Competencies - Interpersonal-Client Focus
Anticipating, understanding, and fulfilling customer needs and expectations by providing excellent direct and indirect service Acknowledges the customer and clarifies needs or the situation promptly Solicits input or feedback to develop mutually beneficial solutions and service Meets or exceed customers' needs in a timely manner Confirms and ensures satisfaction with necessary follow-up Manages emotional and upset customers with courtesy, empathy, tact and professionalism Uses interpersonal skills to maintain current and enhance ongoing relationship.
Working effectively as part of a team through the practices of subordination, support, and cooperation Subordinates personal interests or motives for the sake of the team objectives and goals Cooperates fully to assist in work completion Offers help and support proactively Encourages team success and spirit Provides and solicits input and feedback.
Reporting to work regularly within timekeeping guidelines; Planning and notifying for most absences Arrives and departs, as scheduled, in a timely manner Arranges schedule or workload coverage upon absence Punctual and timely for meeting starts and ends when chairing or participating.
Assuming responsibility for successfully completing assignments or tasks; self-imposing excellence standards rather than waiting for others to impose or enforce them Takes personal ownership, encouraging others to do the same, for actions and outcomes, regardless of positive or negative consequences Monitors results and takes action or notifies appropriate others of problems or issues Keeps commitments and promises to the best of one's ability; demonstrates sensitivity, good judgment, and sincerity when meeting expectations or disappointing others is unavoidable Admits mistakes and provides explanations without rationalizing or justifying judgment or actions; refocuses efforts to remedy, when necessary, in a humble and timely manner.
Dealing effectively with change and acclimating or adjusting to a dynamic environment Easily adapts to changes in the work environment Manages multiple tasks and competing priorities Changes approach or methods as needed to fit the situation Readily deals with unexpected delays, events or changes.
Demonstrating reliability, trustworthiness, and consistent ability to maintain and honor commitments Serves as a reliable go-to individual for support and assistance Keeps promises Informs of change in plans when commitments can't possibly be kept Proactively offers help to complete tasks.
Physical Demands and Work Environment This is a full-time, on-site position based at the company's headquarters. The standard work schedule is Monday through Friday, from 8:00 AM to 5:00 PM. However, evening and weekend work may be required based on business needs.
- Frequently required to stand.
- Frequently required to walk.
- Frequently required to sit.
- Frequently required to talk to hear.
- Occasionally required to taste or smell.
- Occasionally exposed to outside weather.
- Ability to lift up to 40 lbs. multiple times within a limited timeframe.
- While performing these duties of this job, the noise level in the work environment is usually moderate.