Front Desk Administrator

Front Desk AdministratorThe Front Desk Administrator is the first point of contact for Viking Attachments LLC. This role owns all front-line communication, administrative coordination, and operational support to keep sales, shipping, and documentation running efficiently. This position directly impacts customer experience, order accuracy, and internal workflow execution. Key ResponsibilitiesCustomer & Communication Management Answer incoming calls, emails, and website inquiries Route leads to Sales or handle basic inquiries directly Maintain professional, timely communication with customers and vendors Greet and assist visitors, drivers, and freight personnel Order & Documentation Support Create and manage customer files (quotes, invoices, shipping documents) Upload and organize all documents in the company system Ensure all required paperwork is complete and accurate before shipment Assist Sales with quote preparation and follow-ups Shipping & Logistics Coordination Schedule shipments using approved platforms (e.g., Shippo or freight brokers) Coordinate pickups and deliveries with carriers and customers Track shipments and update customers on delivery status Ensure all shipping receipts and records are properly stored Operational & Administrative Support Maintain organized records aligned with company SOPs Support internal teams with data entry and task coordination Monitor task flow and flag delays or missing information Assist with inventory intake documentation (incoming drop shipments) Work Environment Office-based role within an active equipment and logistics operation Frequent interaction with customers, drivers, and internal teams Work Experience Strong communication and customer service skills High attention to detail and organization Ability to manage multiple tasks without dropping accuracy Basic computer proficiency (email, CRM systems, document management) Ability to work in a fast-paced, operations-driven environment Preferred Experience Experience in construction, equipment, manufacturing, or logistics environments Familiarity with shipping platforms and freight coordination Experience working with CRM systems (Go HighLevel or similar) Performance Expectations Maintain accurate and complete documentation for every order Ensure fast response times to all inbound communication Keep front desk operations structured, organized, and efficient Support sales and operations without creating bottlenecks