Toyota Connected North America

Receptionist, Office Administration Coordinator

Toyota Connected North America

contract

Posted on:

Location Type: Hybrid

Location: Plano • Texas • United States

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About the role

  • Greet, sign in, and assist guests, clients, customers, and visitors in a professional and welcoming manner
  • Manage visitor access, guest badges, and maintain security awareness
  • Maintain a polished, organized, and professional front desk and reception area
  • Coordinate facilities-related maintenance requests such as restroom issues, leaks, and office repairs
  • Partner with property management on parking, security, access badges, temperature control, and building-related concerns
  • Assist with troubleshooting office issues and escalate as needed
  • Manage and maintain fleet vehicle documentation and records
  • Support other administrative staff to ensure a smooth, efficient, and professional office environment
  • Research and evaluate facilities and administrative vendors as needed
  • Submit purchase orders through internal procurement system
  • Prepare, submit, and track expense reports related to facilities, office operations, and administrative support
  • Maintain and update the organizational chart, ensuring accuracy and timely updates
  • Maintain and update the company-wide event calendar, including company holidays
  • Coordinate internal office events, social hours, and cultural initiatives
  • Coordinate daily lunch orders with various vendors, including menu planning, ordering, and delivery coordination
  • Prepare and manage the weekly lunch order form
  • Maintain inventory of corporate gifts, including new hire, executive and new baby gifts
  • Order bereavement and hospital support flowers as needed
  • Order, maintain, and track inventory of office supplies, snacks, beverages, kitchen items, and catering supplies
  • Ensure reception, coffee bar, lunchroom, kitchen, and common areas remain clean, organized, and well-stocked
  • Receive, sort, and notify team members of incoming mail, packages, and special deliveries
  • Prepare outgoing shipments and mailing labels
  • Maintain organized records related to office operations and executive support

Requirements

  • 3+ years of experience in an administrative, receptionist, office coordinator, or executive assistant role
  • Strong customer-focused mindset with the ability to remain friendly and approachable while maintaining professionalism
  • Proficiency with Microsoft Office, calendar tools, and collaboration platforms
  • Willingness and ability to learn new tools, systems, and processes
  • Ability to work onsite in our Plano, TX office Monday through Friday from 8:00 a.m. to 5:00 p.m.
  • Strong organizational and time-management skills with exceptional attention to detail
  • Excellent written and verbal communication skills
  • Ability to handle confidential and sensitive information with discretion
  • Ability to manage multiple priorities in a dynamic environment
  • Ability to work independently and take ownership of responsibilities
  • Strong interpersonal skills with the ability to collaborate effectively with peers and leaders
  • Ability to develop healthy working relationships and collaborate with peers and leaders
  • Demonstrates integrity and high standards in work quality.
Benefits
  • Free catered lunches when working onsite. We try to keep it healthy, but Fridays are “cheat” days, so you can get your carbs on!
  • Two fully stocked Nespresso bars for your coffee and tea fixes.
  • Free covered garage parking to shield your vehicle from those sneaky storms and to protect your buns from the Texas sun.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
administrative supportoffice coordinationexpense report preparationinventory managementvendor evaluationpurchase order submissionfleet vehicle documentationevent coordinationmail handlingcalendar management
Soft skills
customer-focused mindsetorganizational skillstime-management skillsattention to detailwritten communicationverbal communicationdiscretionmulti-priority managementindependenceinterpersonal skills