Job Summary

Avcon Industries is seeking a professional, organized, and customer-focused Receptionist/Office Coordinator to serve as the first point of contact for visitors, clients, candidates, and vendors. This role is responsible for ensuring the smooth day-to-day operation of the front office while providing administrative support across multiple business functions.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This individual will play a key role in creating a positive experience for all guests while supporting company operations through administrative coordination, travel management, accounting support, office organization, and general office administration.

Essential Functions

Front Desk and Visitor Management

• Serve as the primary point of contact for incoming visitors, clients, candidates, and vendors.
• Answer and direct incoming phone calls in a professional and courteous manner.
• Greet guests and ensure a positive visitor experience.
• Coordinate and direct visitors to appropriate meeting locations and personnel.

Administrative Support

• Maintain organized filing systems and company records.
• Prepare, copy, scan, and distribute business documents as needed.
• Assist company leadership with administrative projects and special assignments.
• Perform additional duties as assigned by company leadership.

Office and Facilities Coordination

• Monitor and maintain office, kitchen, and customer hospitality supplies.
• Coordinate the ordering and inventory management of company merchandise and promotional items.
• Arrange and coordinate lunches, refreshments, and supplies for meetings and company events.
• Ensure meeting areas and common spaces remain organized and presentable.
• Coordinate light office maintenance and vendor service requests.

Travel Coordination

• Arrange business travel, including flights, hotels, rental cars, and itineraries.
• Maintain travel records and reimbursement tracking spreadsheets.
• Assist employees with travel-related documentation and expense reporting.

Accounting Support

• Manage monthly corporate credit card reconciliations, ensuring receipts are collected and expenses are properly coded.
• Compile and organize invoices, purchase orders, packing lists, and supporting documentation for weekly accounting submissions.
• Verify approvals and required documentation prior to submission.
• Coordinate the preparation and shipment of weekly accounting packets to corporate offices.

Sales and Customer Support

• Route and coordinate inbound sales inquiries to appropriate team members.
• Support customer communications and administrative follow-up as needed.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 2 or more years of receptionist, administrative assistant, office coordinator, or related experience preferred.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities while maintaining accuracy and professionalism.
• Strong customer service mindset and a positive, team-oriented attitude.
• Ability to handle confidential information with discretion.

About Avcon Industries, Inc.

Avcon Industries partners with governments and organizations globally for custom special-mission aircraft modifications. They are a one stop shop that handles design, manufacturing, installation, and certification. The internal team consists of design engineers, in-house FAA DER teams, modification/fabrication technicians, installation technicians and test pilots.