Floating Administrative Assistant/Backup Receptionist

POSITION SUMMARY

The Floating Administrative Assistant/Backup Receptionist provides administrative support across multiple department and services as the primary backup to the Corporate Receptionist. This role ensures continuity of office operations by supporting leaders and teams with administrative, organizational, and customer service functions while maintaining a professional and welcoming environment for employees, guests, vendors, and business partners.

The ideal candidate is highly organized, adaptable, service-oriented, and capable of managing multiple priorities in a fast-paced environment. This position requires strong interpersonal skills, attention to detail, and the ability to work independently while supporting a variety of business functions.

The Floating Administrative Assistant/Backup Receptionist demonstrates and adheres to the company values of safety, honesty, ownership, respect, and teamwork to ensure a successful partnership with customers and employees that result in OmniTRAX’s continued success.

ESSENTIAL RESPONSIBILITIES

Administrative Support

• Provide administrative support to multiple departments and leaders as assigned.
• Assist with scheduling meetings, managing calendars, and coordinating conference room reservations.
• Prepare correspondence, presentations, reports, spreadsheets, and other business documents.
• Coordinate employee travel arrangements, itineraries, and expense reporting.
• Assist with meeting logistics, including catering, materials preparation, and room setup.
• Maintain departmental files, records, and administrative documentation.
• Process invoices, purchase requests, and vendor-related documentation as assigned.
• Support employee onboarding and offboarding activities, including workspace preparation and coordination with internal departments.
• Assist the research team various administrative tasks
• Assist with special projects, company events, employee engagement activities, and other initiatives as needed.

Reception and Front Desk Coverage

• Serve as backup coverage for the Corporate Receptionist during absences, breaks, meetings, PTO, or periods of high volume.
• Greet and assist visitors, customers, vendors, and business partners in a professional manner.
• Answer, screen, and route incoming telephone calls efficiently.
• Manage visitor sign-in procedures and building access requirements.
• Receive, sort, and distribute incoming mail and packages.
• Coordinate outgoing shipments through approved carriers.
• Maintain reception and common areas to ensure a professional appearance.

Office Operations

• Monitor and maintain office supply inventories.
• Coordinate service requests with building management, vendors, and maintenance providers.
• Assist with facility-related communications and office logistics.
• Support conference room technology setup and meeting preparation.
• Maintain office equipment and coordinate service requests when needed.

Customer Service and Team Support

• Build positive working relationships across departments.
• Respond promptly and professionally to employee inquiries.
• Maintain confidentiality of sensitive business and employee information.
• Promote OmniTRAX values of Safety, Integrity, Ownership, Respect, and Teamwork.

OTHER DUTIES

• Perform additional administrative, clerical, and operational responsibilities as assigned.

SUPERVISORY RESPONSIBILITIES

• None

REQUIRED QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

• 1-3 years administrative experience
• Experience answering phones in a professional and polite manner
• Exceptional attention to detail.
• Strong problem-solving and critical-thinking skills.
• Ability to work independently with minimal supervision.
• Strong interpersonal and relationship-building skills.
• Ability to manage multiple priorities in a dynamic environment.
• Professional presentation and communication skills.
• Commitment to providing exceptional internal and external customer service.
• Basic computer skills in Microsoft Office Suite
• Ability to work on-site in Denver office a minimum of 4 days per week subject to change at company discretion

REQUIRED CERTIFICATIONS AND LICENSES

• High school diploma or GED.

PREFERRED QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

• Previous experience in Rail Transportation, Supply Chain Logistics, Legal support

PREFERRED CERTIFICATIONS AND LICENSES

• Bachelor’s degree

WORK ENVIRONMENT

• Work in a climate-controlled office and routinely use standard office equipment.
• Onsite at the Corporate Office four days per week (Monday-Thursday). Onsite requirements are subject to change at any time.

TRAVEL

• Minimally as business requires

COMPENSATION
• Estimated Starting Hourly Wage: $26.36
• Exact starting compensation is determined by merit; seniority; geographic location; education, training, and/or experience related to job duties and responsibilities.
• FLSA Status: Non-Exempt, Eligible for overtime
• Eligible for Participation – Annual Discretionary Bonus

BENEFITS
401(k) / 401(k) matching
AD&D insurance
Dental insurance
Disability insurance
Employee assistance program
Health insurance
Health savings account
Life insurance
Mental wellbeing resources
Paid Maternity leave
Paid Parental leave
Referral program
Relocation assistance
Sick time
Vacation time
Vision insurance

PHYSICAL REQUIREMENTS

Disclaimers:

Applications will be accepted on an ongoing basis until the position is filled.