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