Receptionist

Company Description HIPOWER SYSTEMS, a division of Himoinsa and part of the YANMAR group, is a leading supplier of power distribution and standalone power-generation equipment across the U.S. and Canada. The company serves residential, commercial, and industrial customers, including agriculture, telecommunications, health care, and oil & gas sectors. HIPOWER SYSTEMS designs and customizes diesel, natural gas, and bi-fuel generator sets ranging from 8kW to 3MW. Its solutions are widely recognized in North America and globally as reliable sources of emergency and disaster relief power.

HIPOWER SYSTEMS positions itself as a one-stop provider for comprehensive power needs.

Role Description The Receptionist role at HIPOWER SYSTEMS is a full-time, on-site position based in Olathe, KS. This role is responsible for greeting visitors, answering and directing phone calls, and serving as the primary point of contact and the welcoming face of the company. The Receptionist manages the front desk area, handles incoming and outgoing mail and packages, and supports routine clerical tasks such as filing, data entry, and document preparation. The role also includes maintaining an organized reception area, scheduling appointments or meetings as needed, and collaborating with internal teams to ensure smooth office operations. Consistent, professional communication and a strong customer service mindset are essential for success in this role.

Essential duties

 Company phone lines: answer incoming calls and direct them through the multi-line system to the appropriate person and department, following office and standard phone etiquette & protocols.

 Guest services: greet visitors warmly, determine their needs, and direct them to the appropriate person or department.

 Communications: answer incoming emails and direct them through the company communication systems, such as Outlook or Teams, to name a few

 Mail and Deliveries: Receive, sort, and distribute daily mail, packages, and/or courier deliveries from the receiving area.

 Office Security: lock and unlock building entrances at the beginning and end of the day, monitor visitor logs, issue security badges, and comply with building safety procedures with guests, such as providing PPE, visitor protocols with International HQ peers, OSHA, DHS/USCIS, Police Dept., etc.

 Office Supplies: handle and coordinate office supplies orders every month, considering office supplies inventory and/or department requests. Place orders with company vendors, Amazon through the Purchasing Department, or for special pre-approved requests.

 Travel, meetings and appointments: coordinate and schedule business travel, transportation reservations, meetings, and appointments with the Managers or Supervisors

 Environment housekeeping: keep the Reception and Lobby areas tidy, organized, and stocked with necessary materials.

 Administrative Support to different departments: schedule appointments, book meeting rooms, and handle clerical tasks like filing, copying, and faxing. 

 First Aid kits: administer, maintain, and coordinate the First Aid Kits with HR, the Director of Operations, or a Safety Committee Member.

 Company events: assist departments with the coordination of company events, such as trainings in the Showroom or Theater, entertainment & food for guests, etc.

 Contribute to the continuous improvement of the Quality Management System

 Consistently follows and adheres to all safety and good manufacturing practices (GMP's).

 Other job-related duties as assigned.

Competencies, Skills, and Abilities:

 Education requirement: minimum of a High School Diploma or GED

 Reception experience requirement: minimum of one (1) year as a Receptionist or Office Clerk

 Medium to Advanced level in Microsoft Office (Excel, Word, Outlook, PowerPoint, etc.).

 Bilingual in English and Spanish

 Good written and verbal communication skills in English and Spanish

 Ability to communicate ideas and issues effectively with other team members and management.in English and Spanish 

 Attention to details

 Ability to work effectively in a fast-paced team environment.

 Ability to maintain strict confidentiality and discretion with the company, HR, and employees’ data and

information 

 Comfortable working in an accessible area with constant interruptions

 Ability to multitask

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  

-Sitting and Standing: Prolonged periods of sitting at a desk while working on a computer and using a keyboard or mouse. 

-Occasional standing

-Occasional to frequent walking

-Lifting and Carrying: Lifting boxes of paper, files, or office supplies weighing between 10 and 25 pounds.

-Dexterity: Hand and arm dexterity to operate standard office equipment like phones, computers, and multi-function printers. 

-Clear vision, speech, and hearing to interact with employees, answer phone calls, and conduct conversations with peers, vendors, etc.

Work Environment:

This position works mostly in a weather-controlled area, with time to time going to a non-air-conditioned/heated warehouse setting. Requires activities involving being around moving machinery, exposure to marked changes in temperature and humidity, and exposure to dust, noise, and fumes. 

HIPOWER SYSTEMS provides equal employment opportunities regardless of race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employees’ activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity, or age limitations will be adhered to by the company where appropriate. 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.