Description

Manufacturing Receptionist

Department: Industries Administration
Reports To: Lead Production Administrator
FLSA Status: Non-Exempt (Hourly)

Position Summary

The Manufacturing Receptionist serves as the first point of contact for manufacturing employees, visitors, customers, and vendors while providing comprehensive administrative and receptionist support to the Manufacturing and Production departments. This position is responsible for maintaining accurate records, coordinating administrative processes, supporting safety initiatives, and ensuring efficient day-to-day operations within the manufacturing environment.

Essential Duties and Responsibilities

Reception and Administrative Support

• Professionally answer and direct incoming telephone calls, take messages, and provide information as appropriate.
• Perform receptionist duties, including maintaining required files, forms, records, and department logs.
• Monitor and document employee call-ins and attendance-related communications.
• Prepare onboarding materials, identification badges, and key cards for new employees.
• Draft and distribute departmental memos, notices, and routine correspondence.
• Maintain confidentiality of sensitive employee, customer, and business information.

Data Entry and Record Management

• Verify production and cut information and accurately enter data into fiscal tracking and production management systems.
• Maintain inventory records and ensure data accuracy within designated software applications.
• Assist with gathering and maintaining quoting, pricing, and cost information related to customer contracts and manufacturing projects.
• Process, track, and maintain accident reports and related documentation in accordance with company policies.

Operations and Facility Support

• Monitor building access, including employee and visitor entries and exits.
• Track and document incoming and outgoing truck traffic to support shipping and receiving operations.
• Assist with annual physical inventory processes and related documentation.
• Support manufacturing and administrative staff by providing timely and accurate information as needed.
• Follow established procedures and perform duties as assigned by supervisory staff.

Safety and Compliance

• Coordinate and maintain records for required monthly safety training programs.
• Support departmental compliance with company policies, safety standards, and regulatory requirements.
• Promote a safe, organized, and professional work environment.

Additional Responsibilities

• Perform other duties as assigned to support departmental and organizational objectives.
• Work additional hours, including overtime, as required to meet operational needs.

Physical Requirements

• Must be able to perform the essential functions of the position, with or without reasonable accommodation.
• May be required to lift and carry up to 50 pounds independently.
• May be required to lift and move items exceeding 100 pounds with assistance.
• Ability to sit, stand, walk, bend, reach, and perform routine office and administrative tasks throughout the workday.

Disclaimer

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

KCARC reserves the right to modify, interpret, or apply this job description as necessary to meet organizational and operational needs. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Employees may be required to perform additional duties as assigned by management.

Nothing contained in this job description shall be construed as creating an employment contract, express or implied. Employment with KCARC remains at-will and may be terminated by either the employee or KCARC at any time, with or without cause or notice.

Improvements Made

Professional Tone: Enhanced wording to reflect the administrative and operational importance of the role within the manufacturing department.

Organized Structure: Grouped responsibilities into Reception & Administrative Support, Data Management, Operations Support, and Safety & Compliance sections for improved readability.

Administrative Focus: Emphasized recordkeeping, data accuracy, customer service, and confidentiality expectations.

HR Best Practices: Added employment-standard language regarding accommodations, confidentiality, overtime expectations, and at-will employment.

Requirements

Qualifications

• Demonstrated ability to maintain a flexible work schedule to meet departmental and operational needs.
• Maintains a professional appearance and high standards of personal hygiene.
• Excellent research, analytical, and technical writing skills.
• Strong verbal and written communication skills, with the ability to convey information clearly and effectively.
• Ability to interact with individuals from diverse backgrounds with professionalism, tact, empathy, and respect.
• Demonstrated ability to establish and maintain positive working relationships with coworkers, customers, vendors, and stakeholders.
• Ability to work independently while also contributing effectively within a team environment.
• Proficient in Microsoft Office Suite and other computer-based business applications.
• Demonstrates accountability, initiative, sound judgment, and leadership in daily responsibilities.
• Ability to effectively prioritize tasks, manage multiple projects, and adapt to the demands of a fast-paced work environment.

Education and Experience

• High school diploma or equivalent required.
• Previous computer-related experience required.
• Experience in administrative support, data management, quality systems, manufacturing, or a related field is preferred.

Certifications, Licenses, and Registrations

• Current CPR and First Aid certification, or the ability to obtain certification within an established timeframe as required by KCARC.

Physical Requirements

The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these functions.

• Ability to perform repetitive hand and arm movements associated with computer and administrative work.
• Frequent bending, twisting, reaching, lifting, and carrying may be required.
• Ability to lift and move up to 50 pounds independently and over 100 pounds with assistance when necessary.
• Ability to sit, stand, walk, and perform physical tasks for extended periods as required by operational needs.

Work Environment

The work environment characteristics described below are representative of those an employee may encounter while performing the essential functions of this position.

• Occasional exposure to fumes, airborne particles, and outdoor weather conditions.
• Work is typically performed in a moderate-noise environment; however, periods of increased noise levels may occur.
• Personal Protective Equipment (PPE), including vinyl or latex gloves, may be required when performing certain job duties.
• Position may require work in both office and production or program settings, depending on operational needs.

Improvements Made

Professional Tone: Enhanced wording to reflect professional workplace standards and expectations.

Clarity and Consistency: Standardized qualifications and requirements using clear, concise HR language.

Stronger Competency Focus: Expanded communication, leadership, research, and organizational skills to better define candidate expectations.

Modernized Physical and Work Environment Sections: Structured requirements in a format commonly used in professional job descriptions while maintaining ADA-friendly language.