Office Manager at Synectics Inc. — NeverHard

Receptionist & Office Administrator Position Overview We are seeking a professional, organized, and customer-focused Receptionist & Office Administrator to provide front-desk coverage and administrative support in a busy office environment. This is a fully in-person position, requiring regular office attendance from Monday to Friday during standard business hours. The successful candidate will serve as the first point of contact for visitors, customers, suppliers, and incoming inquiries while ensuring the office operates efficiently. This role also provides administrative, customer service, sales support, and general assistance to management and the broader team. Key Responsibilities Reception & Front Desk Provide consistent front-desk coverage during regular business hours. Welcome and assist visitors, customers, suppliers, and business partners in a professional and courteous manner. Answer, screen, and direct incoming telephone calls and email inquiries. Coordinate incoming and outgoing mail, courier deliveries, and packages. Maintain a clean, organized, and welcoming reception area while monitoring visitor schedules and appointments. Office Administration Support daily office operations to ensure an efficient workplace. Maintain filing systems, records, documentation, and data management processes. Assist in developing and maintaining office procedures and administrative workflows. Monitor office supply inventory and coordinate purchasing and office services as needed. Administrative Support Provide administrative support to management and leadership. Coordinate calendars, meetings, appointments, and meeting preparation. Arrange travel, accommodations, and itineraries when required. Prepare reports, presentations, spreadsheets, correspondence, and other business documents. Manage incoming communications and general administrative inquiries. Customer Service & Sales Support Assist with scheduling sales meetings and preparing sales-related documentation. Respond to customer inquiries and direct specialized requests to the appropriate team members. Support customer communications, quotations, follow-ups, and administrative sales activities. Maintain customer records and sales tracking information. Deliver a professional and responsive customer experience through phone, email, and in-person interactions. Financial Administration Collect and organize expense documentation for internal recordkeeping. Assist with petty cash, office expenses, and routine financial administrative tasks. Coordinate with external organizations and government agencies regarding administrative matters as required. Facilities & Office Coordination Coordinate office maintenance, repairs, and equipment servicing. Liaise with building management and external service providers. Help maintain a clean, safe, secure, and well-equipped office environment. Human Resources Support Assist with recruitment coordination and employee onboarding. Maintain employee records and support general HR administration. Help organize staff meetings, team-building activities, and employee events. Project & Event Coordination Support office projects by coordinating schedules and administrative activities. Assist with planning company meetings, off-site events, and corporate gatherings. Technology & Software Proficient with Microsoft Word, Excel, Outlook, and standard office applications. Comfortable using AI productivity tools such as ChatGPT or Microsoft Copilot to improve efficiency. Ability to quickly learn internal business systems and software. Qualifications College diploma or university degree from a recognized institution. Approximately 2-3 years of experience in reception, office administration, customer service, sales support, or a similar role. Excellent verbal and written communication skills. Strong organizational, multitasking, and time-management abilities. High attention to detail and ability to manage multiple priorities. Dependable, punctual, and self-motivated with a professional attitude. Strong customer service skills and professional presentation. Preferred Qualifications Previous experience in a receptionist or front-desk role. Experience working in a professional office or corporate environment. Administrative support experience for a sales or commercial team. Comfortable interacting with customers via phone, email, and in person. Strong interpersonal skills with a proactive, customer-focused approach. Ability to quickly learn new systems, products, and processes. Work Arrangement: Fully in-person.