Receptionist & Office Administrator

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At HuFriedyGroup, we are committed to providing high-quality dental instruments to organizations and professionals worldwide. We value innovation, craftsmanship, and dedication to improving oral health outcomes globally. Our people are our strength, and we foster a collaborative environment where every team member can thrive. When you join HuFriedyGroup, you become part of a company that truly values YOU, and we are committed to investing in your future both professionally and personally. We offer competitive salaries, comprehensive healthcare benefits, tuition assistance, generous paid time off, holidays, a matching 401(k), and annual merit and incentive plans.
Position Summary:
This position supports the Facility & General Services Manager in providing an efficient and responsive administrative, organizational, and logistical service to the HFG entities in Italy.
More specifically, the role supports the Manager in overseeing site maintenance, utilities, reception service, hospitality, phone and car fleet management, office furniture and renovation, and provides support to H&S manager in handling and organizing H&S trainings, medical checks and updating the related documentation.
Essential Duties And Responsibilities:
Is responsible of office reception, including:
• Greeting clients, checking them in, notifying relevant staff of their arrival, and handling basic security protocols (visitor badges).
• Managing a multi-line phone system and screening calls.
• Monitoring, sorting and distributing mail (including local mail, couriers, international mails) and filing documents.
• Scheduling appointments and/or meeting/conference rooms.
• Maintaining a clean lobby.
• Occasionally accepting deliveries/invoices.
Acts as a kind of brand ambassador: Being the first contact of a potential client/visitor and the last person they interact with, the role has a direct impact on the company's reputation and daily flow.
Their verbal communication, patience, professional demeanour, organizational skills are instrumental to ensure the role operates appropriately.
Supports hospitality in case of external/group visitors (hotel bookings, meal arrangements, transfers, other applicable) basing on instructions/information provided by involved company Functions.
Main/big events (workshops, trainings, similar – involving a relevant (i.e. > 10) number of visitors) are out of scope, as they must be primarily managed by the involved/organizing Function.
Supports the Facility & General Services Manager, in cooperation with the H&S Manager, in overseeing the maintenance, safety, cleaning and daily operations of the site physical infrastructure, with the goal of maximizing the efficiency of the workspace.
Coordinates cleaning service and HVAC/plumbing/electrical works and repairs, both from an organizational/internal standpoint and with external vendors; conducts regular "walk-throughs" to spot issues; organizes desk moves, office renovations (including coordination with vendors), and furniture assembly and/or procurement.
Schedules water and coffee deliveries, plus other kitchen supplies needed, while monitoring consumption.
Manages water dispenser service contracts and ensures sanitization of filters.
Manages print service contracts, tracks costs and consumptions, ensures paper and toner levels are replenished, and coordinating with IT for network connectivity and security.
Checks and orders stationery and other office supplies when needed.
Involves all Employees to ensure shared spaces (e.g. meeting rooms, offices, showroom, kitchen) and common devices (e.g. coffee machines, water dispensers, printers) are maintained clean and in good conditions.
Supports Facility & General Svcs. Manager in managing car fleet (including pool car, when available) by monitoring related leasing conditions and arrangements, and tracking the actual cost of the cars, including leasing fee, fuel, insurance, taxes, and repairs.
Ensures adherence to and compliance with the company car policy.
Liaises with company car assignees supporting by:
• Scheduling routine servicing, MOTs (Revisione), and seasonal tire changes.
• Issuing and monitoring company fuel cards or EV charging fobs to prevent fraud.
• Acting as the point of contact for accidents, insurance claims, and replacement vehicles.
• Identifying the driver responsible for traffic violations and ensuring prompt notification.
Supports Facility & General Svcs. Manager in managing company phones:
• Maintaining a database of IMEI numbers, serial numbers, and assigned users.
• Managing service agreements with carriers (Vodafone, TIM, etc.) for data/voice bundles, offers, specific needs from users.