Receptionist, Administrative Assistant

• Job Title: Receptionist, Administrative Assistant
• Department: Human Resources
• Position: Regular Full time
• Status: Non- Exempt
• Supervisor: HR Supervisor

SUMMARY:

The Receptionist, Administrative Assistant, is Rudolph's first point of contact for clients and visitors. The main responsibilities are answering the company phone, welcoming visitors, coordinating front-desk activities, including correspondence and redirecting phone calls, and planning and facilitating company events.

A successful candidate will maintain confidentiality and discretion when handling sensitive information, be a responsible, personable, hardworking, trustworthy, and dependable person who can maintain a neat and orderly work area with a strong work ethic and positive attitude.

WORK PERFORMED:

Reception Duties:

• Answer, screen, and forward or page if applicable, incoming calls to the appropriate members.
• Greet and welcome visitors and guide through sign in process.
• Maintain a tidy and welcoming front desk area.
• Post Welcome Sign for visitors/new employees.

Administrative Support

• Responsible for distributing all incoming USPS mail.
• Processing all outgoing USPS mail including certified and priority shipments.
• Maintain postage meter, (including facilitating updates, refilling postage and ordering meter/stationery supplies from Pitney Bowes)
• Prepare and distribute internal communications such as office memos, daily attendance, monthly refrigerator cleaning memo, monthly celebrations, etc.
• Monitor and restock office and kitchen supplies; ensure minimum quantities are maintained.
• Handle all incoming/outgoing mail and package deliveries
• Restocking refrigerators.
• Issue employee/visitor access badges
• Coordinate food and logistics for company events such as training sessions, Board of Directors meetings, monthly celebrations, company picnic, Christmas party, etc, including set up/ clean up.
• Maintain filing systems, and inventory tracking spreadsheets.
• Ensure accurate tracking and documentation of completed service visits for all vehicles within the company fleet.
• Submit expense report through Ramp
• Maintain / distribute Company Phone list
• Assist with Cash Receipts processing of incoming checks.
• Ship Quotation Gifts.
• Assemble Sales Literature Packets
• Quality Document Notebooks – New Instrument & Service
• Printing/assembly of IQOQ Notebooks for Sales/Commercial Departments (includes signing out notebooks in warehouse log)
• Printing/assembly Customer Service Notebooks/Folders

_ As Needed:_

• Update and distribute the company phone list.
• Assist in the onboarding process of new hires, such as order name badges, plates, business cards, etc.
• Manage and coordinate flight, hotel, and limousine reservations for out-of-town guests and candidates to ensure seamless travel arrangements.
• Schedule and manage service appointments pertaining to facility maintenance and operations to ensure timely and efficient upkeep.
• Facilitate company events and celebrations.
• Support the preparation of the annual Board of Directors meeting by compiling departmental reports into meeting notebooks and managing the creation and printing of individualized place cards.
• Assisting with Distributor Training as needed
• Restock Sales cabinet with Giveaways.
• Restock Sales Department with Technical Bulletins
• Assist in maintaining HR bulletin board up to date.
• Maintain filing required documents.
• Annual Archiving of Customer Service Files.
• Other duties as assigned.

Qualifications:

Experience:

• Proven experience in an administrative or front desk role
• Experience in a fast-paced small office setting
• Strong communication and interpersonal skills
• High attention to detail and organizational ability
• Proficiency in Microsoft Office Suite and basic office systems
• Ability to manage multiple tasks and prioritize effectively

Education:

• Associate’s degree preferred.

Interpersonal Skills:

• Professional and welcoming demeanor
• Discreet and respectful of confidentiality boundaries
• Flexible, team-oriented, and willing to jump in wherever needed
• Good communication and interpersonal skills
• Attention to detail, self-starter is a plus.

WORKING CONDITIONS:

• Open office in the lobby.
• Regular interaction with other employees, visitors, guests, and service providers.
• Rudolph Research Analytical is a respectful, professional environment.

PHYSICAL DEMANDS:

• 75% of the time is spent sitting, 25% of the time is spent standing and moving around.
• Must be able to lift and manage boxes up to 30 lbs.

HOURS:

• Monday through Friday – 8:30 to 5:00 pm

Job Types: Full-time, Temp-to-hire

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Hackettstown, NJ 07840 (Required)

Ability to Relocate:

• Hackettstown, NJ 07840: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $20