American Crystal is looking for a self-motivated individual to join our team as an Administrative Coordinator at our Corporate Office. The purpose of this position is to serve as the primary point of contact for the corporate office and represent the company’s first impression to visitors, callers, and employees. This position requires a consistently professional appearance and a confident, outgoing demeanor while comfortably engaging with visitors, callers, and employees. This position will answer calls, control visitor access, and coordinates front office operations. This role helps ensure a secure workplace environment while coordinating administrative processes, shared office resources, meeting logistics, and cross-departmental support.

The principal accountabilities include, but are not limited to:

• Lead and promote a positive work culture through Company Values of Safety, Integrity, Quality, Teamwork, and Accountability.
• Control and coordinate visitors’ access to the Corporate Office by greeting, confirming authorization, issuing access as appropriate and directing them to the correct departments.
• Serve as the initial point of contact for employees, visitors, vendors, and callers, ensuring a welcoming and professional experience.
• Answer, screen, and route incoming phone calls in a professional, courteous, and timely manner.
• Support the Administrative department with routine administrative tasks, as needed.
• Maintain the petty cash box within company policy by providing reimbursements, cashing checks, selling stamps and making change. Balance cash box with supervisor as required.
• Record incoming daily checks and code them to the correct account on Accounting Spreadsheet.
• Responsible for recording and maintaining United Way cash collections for daily activities and distributed Crystal Cash.
• Maintain conference room reservations. Provide meals as needed for various meetings, working with various catering companies. Anticipate meeting needs and ensure materials and resources are prepared in advance.
• Help with the Company store at the Annual meeting.
• Provide backup for mailroom and assist with special mailings.
• Coordinate the use of Company pool cars including preparation of usage reports, scheduling vehicles, monitoring service and maintenance needs, and scheduling service.
• Ensure all telephone calls and visitors to the Corporate Office are courteously received and promptly directed to the appropriate department, schedule pool car service and maintenance in a timely manner to ensure driver comfort and safety.
• Exercise discretion in handling cash, confidential information and internal communications.
• Other duties as assigned.

To be successful in this position requires the ability to project a positive, professional, courteous image; the ability to learn the specific responsibilities of each department and individuals to ensure visitors and calls are referred appropriately; and excellent telephone skills. A clear and distinct speaking voice and the ability to meet the public are critical. Also required is general bookkeeping knowledge, basic clerical skills and the ability to work in Excel. Some mechanical knowledge of vehicles is desirable. This knowledge and experience is typically gained through an associate’s degree, and 2 – 4 years of previous office experience and skill dealing with the public. Training in phone etiquette is desirable.