Receptionist / Office Administrator

Overview:

Mr. Greens has proudly grown into one of the largest privately-owned produce distributors in Florida. With deliveries 365-days a year, 7-days a week and multiple runs per day, Mr. Greens has set the gold standard for service. Mr. Greens serves a large variety of clients, including restaurants, hotels, country clubs, caterers, grocery stores and retail outlets.

Position Summary

The Receptionist / Office Administrator serves as the first point of contact for visitors, customers, vendors, and employees while providing comprehensive administrative support to ensure efficient day-to-day office operations. This role requires excellent customer service skills, strong organizational abilities, professionalism, and the capability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Front Desk & Reception

• Greet visitors, customers, vendors, and employees in a professional and welcoming manner.
• Answer, screen, and direct incoming phone calls promptly and courteously.
• Manage visitor sign-in procedures and maintain visitor logs.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Coordinate outgoing mail, courier services, and shipping requests.
• Maintain the appearance and organization of the reception area and common spaces.

Administrative Support

• Provide administrative support to department managers and leadership teams.
• Schedule meetings, conference rooms, and company events as needed.
• Maintain employee directories, office contact lists, and organizational paperwork.
• Prepare correspondence, reports, spreadsheets, presentations, and internal communications.
• Assist with filing, recordkeeping, document management, and data entry.
• Maintain confidentiality of company and employee information.

Office Operations

• Monitor and order office supplies, ensuring appropriate inventory levels.
• Coordinate office equipment maintenance and service requests.
• Assist with vendor relationships and office service providers.
• Support onboarding activities for new employees, including preparing workspaces and materials.
• Coordinate company lunches, meetings, and special events as requested.
• Maintain office organization and ensure an efficient and professional work environment.

Human Resources & Employee Support

• Assist Human Resources with onboarding documentation and employee forms.
• Support employment verification requests and personnel file maintenance.
• Assist with scheduling interviews and coordinating candidate visits.
• Serve as a resource for employees requiring administrative assistance.

Customer Service

• Respond to general inquiries from customers, vendors, and employees.
• Direct inquiries to the appropriate department for resolution.
• Maintain a positive and professional image of the company at all times.

Qualifications

Education

• High School Diploma or GED required.
• Associate degree in Business Administration or related field preferred.

Experience

• Minimum of 2 years of receptionist, administrative assistant, office coordinator, or related experience preferred.
• Experience working in a fast-paced office environment.
• Previous experience supporting multiple departments is a plus.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organizational and time management skills.
• Attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Professional appearance and demeanor.
• Ability to maintain confidentiality and handle sensitive information.
• Bilingual English/Spanish preferred.

Physical Requirements

• Prolonged periods of sitting, standing, and working on a computer.
• Ability to occasionally lift and carry items up to 25 pounds.
• Ability to move throughout the office as needed.

Work Environment

• Primarily office-based environment.
• Frequent interaction with employees, customers, vendors, and visitors.
• Standard business hours with occasional flexibility required to support business needs.

Key Competencies

• Customer Focus
• Professionalism
• Communication
• Organization
• Time Management
• Problem Solving
• Attention to Detail
• Adaptability
• Reliability
• Teamwork

Benefits:

• Health insurance
• 401(k)
• Paid time off
• Vision insurance
• Health savings account
• Dental insurance
• Life insurance
• Employee assistance program
• Disability insurance
• Paid holidays
• Weekly payroll