Job Details United Community Center - Milwaukee, WI Full Time 2 Year Degree Admin - Clerical Description POSITION SUMMARY The Lead Receptionist / Administrative Assistant is responsible for the day-to-day coordination of the main reception area while also supporting the administrative and HR-related needs of the Maintenance, Security, and Facilities Department. This role leads the front desk team through direct supervision, training, scheduling, and continuous improvement of reception operations. Additionally, this position serves as a key liaison between visitors, staff, vendors, and internal departments, while also maintaining critical administrative tasks for the Director and Maintenance Manager / Supervisor. Leadership and Oversight Train, mentor, and oversee reception team members in daily front desk tasks and customer service standards. Create and maintain reception procedures, ensuring all staff adhere to standardized practices. Monitor staff performance, conduct coaching conversations, and identify opportunities for individual or team improvement. Prepare schedules and coordinate coverage for front desk operations during staff absences or high-traffic times. Lead regular team check-ins and serve as the first point of escalation for any reception-related issues. Provide assistance and support to all staff and supervisors as needed Other duties as assigned. ESSENTIAL DUTIES AND RESPONSIBILITIES Reception Duties (Managed and Supported by the Lead and Training) Greet all visitors professionally and ensure they are directed appropriately based on the nature of their visit. Answer and screen phone calls for all departments, providing support when needed. Receive, log, and distribute incoming and outgoing faxes and packages. Manage incoming/outgoing mail, order postage for stamp machines, and maintain a log of department postage credit. Maintain a daily log of van usage and coordinate keys and scheduling with appropriate staff. Sign in and out community service workers. Support the security team with visitor parking cone placement and create name tags as needed. Monitor reception area security through cameras and proper visitor tracking. Call emergency services (police, ambulance) when necessary. Lock and unlock administration doors according to assigned daily schedules. Ensure drawers are locked, postage keys secured, and all mail/packages are stored securely. Activate voicemail and confirm the reception area is properly closed and secured. Assist with reception coverage and assume shift responsibilities as needed. Administrative Support for Maintenance, Security & Facilities Maintain the FIX system by entering new work orders, tracking progress, and closing completed tasks. Follow up with security and maintenance staff regarding assigned work and documentation completion. Receive, process, and submit invoices for vendor services or supplies accurately and in a timely manner. Track paid time off, vacation, and sick days in Paycom for the department and other tracking systems. Prepare daily absence reports and submit them to HR. Serve as the first point of contact for staff concerns or complaints within the department, forwarding relevant information to HR or the Director as appropriate. Maintain organized records of time-off requests, attendance, schedules, and department documentation. Knowledge, Abilities, and Skills: Strong leadership, organizational, and time-management skills. High level of professionalism and confidentiality in handling sensitive information. Excellent interpersonal communication in both English and Spanish. Ability to multitask and manage competing priorities in a fast-paced environment. Strong attention to detail, follow-through, and independent decision-making. Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, OneNote) and a willingness to learn internal systems such as FIX and Paycom – Security Systems. Familiarity with office equipment (copiers, phones, postage meters, etc.). Ability to work well independently and as part of a team. Demonstrate initiative and anticipate needs before they arise Qualifications Associate’s degree or equivalent experience in office administration or related field. Minimum 2 years of experience in a receptionist or administrative support role, with supervisory or lead experience preferred. Bilingual (Spanish - English) required. Strong computer skills, including proficiency with the Microsoft Office suite. Experience with HR administrative processes (time tracking, reporting, scheduling) strongly preferred. WORKING CONDITIONS: Standard office environment with moderate noise levels. Occasional walking, stair use, and lifting of small packages. Must be able to respond quickly to facility or security-related needs. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the role. Available to work flexible schedules and locations as needed