Administrative and Reception Associate
Location: Addison, IL, USA
Reports to President
We are seeking a proactive, detail-oriented, and customer-focused Reception and Administration Associate to join our growing team at HSG Tech. This role is critical to maintaining a professional office environment and ensuring operational support across departments. As the first point of contact for visitors and callers, the ideal candidate will embody our values of professionalism, respect, and efficiency. This position offers strong potential for career growth, including exposure to HR, logistics, operations, and international business functions.
Responsibilities
Reception & Guest Services
· Greet and assist all guests and visitors with a friendly, professional demeanor.
· Answer, screen, and direct incoming calls; relay messages accurately.
· Maintain a clean, organized, and welcoming front desk and reception area.
Office Administration
· Manage incoming and outgoing mail, packages, and shipments.
· Monitor and replenish office and breakroom supplies; place orders as necessary.
· Coordinate office maintenance requests and service provider visits.
· Support meeting and event preparation (e.g., ordering food, setting up space).
Scheduling & Coordination
· Assist Sales and Operations with scheduling customer site visits and internal meetings.
· Support the coordination of travel and accommodations for domestic and international guests or staff, in collaboration with HQ.Data Entry & Document Management
· Accurately input, update, and maintain records in company systems (CRM, ERP, Excel, etc.).
· Draft and edit correspondence, reports, and meeting notes.
· Maintain both digital and paper filing systems in compliance with company standards.
Cross-Team Support
· Collaborate with HR, warehouse, and sales teams to support daily operations.
· Assist with minor showroom and parts area tasks (e.g., organizing product displays, preparing shipment labels).
· Support onboarding activities for new hires and assist with orientation preparation.
Special & Ad Hoc Projects
· Support the implementation of process improvements and digital tools.
· Participate in company-wide events, training sessions, and internal communications projects.
· Provide backup coverage for other administrative staff as needed.
Technology Support
· Serving as a liaison with IT or vendors for basic troubleshooting for computer and security.
· Managing small tech-related inventories (e.g., business phones, access badges).
Preferred Qualifications
· Bachelor’s degree preferred (Business Administration, Communications, or related field); Associate’s degree accepted with strong experience.
· 2 years of administrative, customer service, or receptionist experience.
· Proficient with Microsoft Office (Word, Excel, Outlook, PowerPoint); comfortable learning company-specific platforms (e.g., ERP or CRM systems).
· Strong organizational and multitasking skills.
· Excellent verbal and written communication.
· High attention to detail and discretion when handling sensitive information.
· Team player who is adaptable and solution-oriented.
· Proficiency in Mandarin Chinese (verbal and written) is strongly preferred to support communication with HQ and visiting clients.
Salary :
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