Administrative Coordinator & Receptionist

The Administrative Coordinator & Receptionist bridges the gap between high-level retail hospitality in our showroom and executive-level administrative support. You will be immediately responsible for ensuring every customer who walks into our showroom feels welcomed and valued, and in time will also help manage the logistical and administrative needs of the CEO/Owner. The successful candidate must embody Hamilton Parker’s core values, H.E.A.R.T. (History, Enthusiastic, Adaptive, Reputable, Team-oriented).

Front Desk Responsibilities:

• Provide excellent customer service to customers in person and on the phone.
• Treat the showroom as your home, creating a warm and approachable atmosphere for all guests of HP.
• Answer all incoming calls within three rings. Answer questions, transfer calls to correct extension.
• Greet all showroom guests, learn names of repeat guests, direct all guests to appropriate section of the showroom.
• Schedule appointments for guests with appropriate staff/software as necessary.
• Be alert of showroom traffic, who is being helped, who is waiting for help.
• Generate daily, weekly, and monthly reports to send to management.
• Keep coffee bar stocked and clean- invite customers to use.
• Clear all general voice mail from system and direct to appropriate staff.
• Use the paging system to request assistance from sales staff.
• Keep track of sales staff to adequately page for assistance.

Executive Administration Responsibilities:

• Managing the owner’s calendar, requiring interaction to schedule a variety of business meetings.
• Order companywide office supplies, beverages for the showroom and conference rooms, and meals for meetings when needed.
• Oversee charity review binder and email blasts.
• Other administrative tasks for the owner (confidential printing, copying and distributing articles, helping with event tickets,
• Open and distribute mail daily.
• Handle meeting lunch orders and organize monthly onsite food trucks.
• Manage credit card statements for the owner.
• Work with the Operations team leaders to work as liaison for building cleaning and maintenance companies.
• Handling incoming and outgoing phone and emails on behalf of the owner; routing incoming calls to appropriate party quickly and efficiently.
• Travel arrangements and reservations for the owner as well as other associates for business purposes.
• Maintaining highest level of confidentiality.
• Manage the time-off calendar for all associates within the company.
• Assist members of the leadership team with administrative tasks/projects as needed.

Skills & Abilities:

• Microsoft Word, Excel and Outlook.
• Customer Retail Management System (CRM) and ERP (P21) system.
• Growing use of other technology/AI.
• Typing and general office equipment.
• Strong communication skills with attention to detail.
• Ability to multi-task.
• Ability to work effectively with all levels of personnel.
• Ability to prioritize workload and effectively work with little supervision.

Education & Training: 

• High school diploma or equivalent
• Hospitality experience preferred.
• Customer service and Executive/Administrative Assistant experience desired.

We Offer:

• Medical
• Dental
• Vision
• 401(k) with company match
• Company paid life insurance, short-term disability & Long-term disability
• Generous paid time off
• Employee discounts
• Volunteer time off

  We are an equal opportunity employer.

Pre-employment Tests:

• Drug Test
• Background Screening