Front Desk & Office Administrator

Job Summary:

Wilmot Modular is a family-owned modular construction company known for disciplined execution, teamwork, and accountability. The Front Desk & Office Administrator plays a critical role in ensuring the office operates efficiently, professionally, and with consistency.

This position serves as the first point of contact for visitors, vendors, inspectors, agency officials, and employees while also owning key administrative, coordination, and office-operations responsibilities. This is not a passive reception role; it requires organization, judgment, initiative, and the ability to operate confidently in a fast-paced environment.

Key Responsibilities:

• Front Desk, Communications & Guest Experience Coordination
• Professionally greet, sign in, and direct all visitors, vendors, inspectors, and partners
• Maintain accurate visitor logs
• Answer and route incoming phone calls with urgency, accuracy, and discretion
• Prepare and distribute internal and external communication documents, including phone lists
• Enforce visitor access procedures, safety protocols, and company standards

Office Operations & Facilities Coordination

• Maintain office, breakroom, kitchenette, and employee supplies
• Maintain front entrance area, including plants, mints, and lobby welcome messages/videos
• Monitor inventory levels, order supplies, and organize storage areas
• Coordinate office maintenance and liaise with building management and housekeeping
• Maintain office décor, signage, plants, and seasonal/holiday decorations
• Keep kitchenette and common areas clean and organized, including appliances and refrigerators

Administrative Execution & Coordination

• Coordinate and schedule meetings, conference calls, and appointments
• Maintain the RingCentral telephone system, including voicemails, holiday schedules, office closures, company-wide meetings, new hire setup, call queues, routing, and key presses
• Maintain electronic and physical filing systems with accuracy and consistency
• Support executive leadership with administrative tasks and special projects
•  Assist with onboarding logistics for office and field employees

Shipping, Mail & Equipment Management

• Handle incoming and outgoing mail and packages
• Prepare, package, measure, weigh, label, and ship items via external carriers
• Schedule carrier pickups/drop-offs and generate end-of-day shipping reports
• Maintain the mailroom and manage employee mailboxes
• Troubleshoot equipment issues, coordinate service calls, and provide basic user training
• Maintain equipment receipts and work orders for Accounting

Professionalism, Compliance & Culture

• Ensure compliance with company policies and relevant regulations
• Represent company values of accountability, respect, professionalism, and execution
• Support company meetings, safety communications, and internal events
• Contribute to a structured, dependable, and people-first office environment

Qualifications

• 3–5 years of administrative, office coordinator, or front-desk experience

• Experience in construction, modular, manufacturing, or industrial environments preferred

• Strong organizational skills with exceptional attention to detail

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)

• Excellent verbal and written communication skills

• Ability to manage multiple priorities in a deadline-driven environment

• Proactive, dependable, and solution-oriented work style

• Friendly, professional demeanor with confidence interacting across all levels

• Valid driver’s license and good driving record required

• Willingness and ability to learn new systems and responsibilities

The ideal candidate is:

• Energetic, professional, and reliable

• Comfortable enforcing procedures while remaining approachable

• Highly organized and calm under pressure

• Trusted by leadership and peers to follow through

• Proud to be the steady and consistent presence that keeps the office running

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