Position Overview:
The Front Desk & Administrative Coordinator serves as a vital first point of contact andadministrative anchor for RP Rents LLC. This role delivers exceptional customer serviceto visitors, manages daily office and facility logistics, oversees facility vendormanagement and provides ongoing administrative, accounting, and HR project support. The ideal candidate is highly organized, detail-oriented and excels at managing diverseoperational tasks in a fast-paced environment.
Key Responsibilities:- Visitor & Reception Management: Greet visitors, conduct check-ins, notify staff, answer incoming phones, and manage front desk hospitality.
- Office & Supply Logistics: Order, stock, and organize office and breakroomsupplies; prepare refreshments, order meals for meetings and trainings.
- Promotional Boxes and Promotional Supplies: pack and ship promo boxes, create special promo gifts, fold linecards, coordinate promo supply needs with Marketing Manager, keep promotional supplies organized.
- Facility & Vendor Coordination: Schedule and oversee facilities vendors(janitorial, trash, recycling)
- Event Planning & Management: Assist with event planning, setup, and hostingfor customer visits and employee events.
- Compliance & Document Control: Review weekly unpaid I-Pass tolls andtroubleshoot notices; scan and save driver logs daily; file parts packing listsweekly; monitor ISNetworld account status and update Certificate of Insurance(COI) dates.
- Administrative & HR Support: Maintain monthly employee birthday calendarand draft company newsletters; process safety invoices and assist with AP invoiceposting during staff absences; manage gear and uniform distribution.
- Manage Snacks and Refreshments: order stock. Daily refresh.
- Hospitality Suite Bartending: Manage weekly happy hour. Keep bar stocked andclean.
- Special Projects: Assist with Verizon telecommunications updates and otheraccount set-up/management as needed, data entry as needed.
Required Qualifications:- Education: High school diploma or equivalent required; an Associate's degree inBusiness Administration or related field is preferred.
- Experience: Minimum of 2–3 years of experience in front desk, reception, oradministrative support roles preferred.
- Technical Skills: Proficiency in Microsoft Office Suite, Google Workspace, PDFdocument management, telecommunications portals, and web-based platforms.
- Communication: Exceptional verbal and written communication skills with aprofessional demeanor and customer-first focus.
- Organizational Skills: Proven ability to multitask and manage competingpriorities under tight deadlines in a fast-paced environment. Physical Requirements and Schedule
- Physical Demands: Ability to remain in a stationary position for extended periodswhile managing administrative tasks. Occasional lifting of office supply boxes, hospitality shipments and promotional items up to 30 lbs.
- Schedule: Standard first shift operating hours with flexibility required for specialevents or peak seasonal needs. Standard hours from 8 am - 5:00 pm.
