Receptionist/Administrative Assistant Job at Ferrotherm LLC in Cleveland

POSITION SUMMARY

The Receptionist/Administrative Assistant will serve as the first point of contact for clients, consultants, and visitors, providing a professional and welcoming experience. This high-visibility role also provides advanced administrative support to the President and leadership team, manages daily office operations, and coordinates a variety of tasks and special projects. This position assists to set the tone for a positive, organized and professional workplace environment.

JOB DUTIES

• Welcome visitors with professionalism and warmth, ensuring compliance with sign-in/out procedures and escorting guests to appropriate personnel.
• Manage a multi-line phone system; screen and route calls appropriately.
• Maintain reception and common areas, ensuring cleanliness and organization.
• Handle incoming and outgoing mail, packages, and courier deliveries.
• Manage leadership and company-wide shared calendars, coordinate meetings, and track Paid Time Off (PTO) requests and usage.
• Attend meetings as requested; transcribe notes, meeting minutes, and action items for follow-up.
• Perform proofreading, formatting, editing, document distribution, and signature collection using Microsoft Office and company-approved software; includes tasks such as copying, filing, emailing, and faxing.
• Provide cross-departmental data entry support by scanning and updating documents for Quality Control (record forms, inspection sheets), Production/Sales (packing slips, contracts), and Repair Department (repair contracts).
• Serve as a backup for data entry tasks for Customer Service and Finance.
• Maintain organizational files (electronic and physical) with accuracy and confidentiality.
• Plan and coordinate company events, including logistics, hospitality, vendor coordination, and on-site setup and cleanup.
• Manage petty cash, including receipt tracking, balancing, and processing replenishment requests.
• Manage and maintain office supply inventory for the facility.
• Process expense reports for the leadership team.
• Arrange travel bookings and itineraries for staff as needed.

MINIMUM QUALIFICATIONS & EXPERIENCE REQUIRED

• Minimum of 4 years of administrative experience in a similar role.
• Exceptional verbal, written, and interpersonal communication skills; able to interact effectively with executives, clients, and employees at all levels
• Strong attention to detail with excellent organizational, multitasking, and time management skills; ability to prioritize effectively.
• High level of discretion and ability to handle sensitive/confidential information.
• Professional demeanor with a proactive, customer-service oriented mindset.
• Adaptable to shifting priorities in a fast-paced environment.
• Proficient with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), Adobe Acrobat; experience with Microsoft Co-Pilot and related IT tools is strongly preferred.
• Skilled in operating standard office equipment (printers, scanners, phone systems).
• Able to work independently and make sound decisions with minimal supervision.
• Comfortable interacting with all organizational levels with tact and professionalism.
• Supportive team player with a positive attitude.
• US Citizenship required