Administrative Receptionist in Kaleva, Michigan at Fischer Tanks LLC

TerraVest Tanks MI LLC is an ESSENTIAL COMPANY that keeps families warm across the USA by manufacturing and refurbishing propane tanks.

We are seeking an Administrative Receptionist to serve as the first point of contact for our customers, vendors, drivers, and visitors while providing administrative support to our Operations, Transportation, and Accounting teams. This role is much more than answering phones—it is an essential position that helps keep our daily operations running smoothly.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Welcome visitors, vendors, contractors, and customers in a friendly and professional manner.
• Ensure visitors sign in, receive appropriate visitor PPE when required, and notify the appropriate employee of their arrival.
• Answer and direct incoming phone calls professionally and efficiently.
• Direct incoming deliveries to the appropriate receiving area and communicate with receiving personnel via two-way radio.
• Prepare daily driver packets, including Bills of Lading, pickup documentation, customer information, and required delivery materials.
• Process delivery invoices accurately using company software.
• Match invoices with supporting documentation and obtain appropriate approvals.
• Assist with reconciliation of corporate credit card transactions.
• Pick up and process incoming and outgoing mail from the local post office.
• Order and maintain office supplies and select operational supplies.
• Assist with month-end and annual reporting processes.
• Maintain a clean, organized, and welcoming reception area, conference room, visitor sign-in station, and visitor PPE area, ensuring supplies remain stocked and ready for guests.
• Coordinate information between Operations, Transportation, Accounting, and Sales to support daily business activities.
• Participate in meetings and training as required.
• Wear required PPE when entering production areas.
• Perform other duties as assigned.

• 4-Day Work Week
• Blue Care Network Health Insurance
• VSP Vision Insurance
• Delta Dental Insurance
• Employer-Paid Short-Term Disability Insurance
• Employer-Paid Life Insurance
• One-Week Holiday Break in July
• One-Week Holiday Break in December

• High school diploma or GED required.
• Previous experience in a receptionist, administrative assistant, customer service, or office support role preferred.
• Experience working in a manufacturing, transportation, logistics, or industrial environment is a plus.
• Experience with Microsoft Outlook, Word, Excel, Google Sheets, Salesforce, QuickBooks, and Microsoft Teams is preferred.

The ideal candidate will:

• Demonstrate excellent verbal and written communication skills.
• Be highly organized and able to manage multiple priorities in a fast-paced environment.
• Produce accurate work with a strong attention to detail.
• Learn multiple software systems and understand how they work together.
• Take ownership of assigned responsibilities and follow work through to completion.
• Demonstrate initiative by making a reasonable effort to solve routine problems before seeking assistance.
• Ask thoughtful questions to understand not only how a process works, but why it is performed that way.
• Accept feedback professionally, correct errors promptly, and continuously strive to improve.
• Maintain professionalism and confidentiality while interacting with customers, vendors, visitors, drivers, and employees.
• Be dependable, customer-focused, and committed to supporting the success of the team.

The successful candidate is someone who enjoys learning, takes pride in producing accurate work, and naturally wants to understand how processes work. They don't simply complete tasks—they seek to understand the purpose behind them so they can identify issues, support continuous improvement, and confidently support others.

This individual takes ownership of their responsibilities, maintains an organized and welcoming front office, communicates professionally, and follows work through to completion. They are comfortable working independently while recognizing when guidance is needed, ask thoughtful questions to build their knowledge, and view feedback as an opportunity to learn and improve.

If you enjoy variety, like supporting multiple departments, and take pride in keeping an office running smoothly, this role offers the opportunity to become an important part of our Operations team.