Receptionist & Documentation Specialist
Wayne Pipe & Supply, Fort Wayne, IN, United States
Job Title: Receptionist & Documentation Specialist
Supervisor: Human Resources Manager
Department: Human Resources
Revision Date: 03/31/2026
Overtime: Non-exempt
Schedule/Shift: 7:30 a.m.- 4:30 p.m. M-F
Position Overview This hybrid role supports both front desk operations and internal documentation efforts at our Fort Wayne location. The position serves as the first point of contact for customers and visitors while also assisting with the development, organization, maintenance, and updating of company policies and procedures. This role is ideal for someone who enjoys both customer interaction and organized, detail‑oriented administrative work.
Duties & Responsibilities Front Desk / Reception (Primary Focus During Assigned Hours)
Greet and assist customers, vendors, and visitors in a friendly and professional manner
Answer and manage incoming calls, ensuring accurate routing to appropriate departments
Monitor and update phone system statuses to support efficient call handling
Provide general information and assist with basic inquiries
Receive and distribute mail, packages, and deliveries
Maintain a clean, organized, and welcoming front desk area
Coordinate with internal departments to ensure strong communication and customer service
Administrative & Documentation Support
Assist in drafting, editing, and formatting internal policies, procedures, and SOPs
Maintain organized documentation files and version control
Support updates to employee handbook, forms, and internal communications
Assist HR and leadership with documenting processes and standardizing workflows
Review documents for clarity, consistency, and accuracy
Help track updates and ensure documents are current and accessible
Required Skills & Abilities
An understanding of industrial products and terminology related to pipes, valves, and fittings is highly preferred
Strong organizational skills and attention to detail, especially in writing and formatting documentation
Proficient in Microsoft Office (Excel, Word, PowerPoint), and experience with documentation platforms such as SharePoint, Confluence, or similar
Familiarity with ERP systems (e.g., Epicor P21) is a plus
Strong written and verbal communication skills
Ability to interact effectively with cross‑functional teams, including warehouse staff, office staff, and sales reps
Self‑motivated with the ability to manage multiple projects and priorities
Ability to communicate effectively both verbally and in writing with customers and employees in a professional manner
Education & Experience
High school diploma or equivalent required, Bachelor’s degree in business, Technical Communication, or a related field preferred
Experience in administrative, receptionist, or office support roles required
Experience with technical/business writing, editing, or documentation (policies, SOPs, or procedures) is a strong plus
Physical Requirements
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift 15 pounds at times
Must be able to access and navigate each department at the organization's facilities
Comfortable working in both office and industrial environments when needed
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Supervisor: Human Resources Manager
Department: Human Resources
Revision Date: 03/31/2026
Overtime: Non-exempt
Schedule/Shift: 7:30 a.m.- 4:30 p.m. M-F
Position Overview This hybrid role supports both front desk operations and internal documentation efforts at our Fort Wayne location. The position serves as the first point of contact for customers and visitors while also assisting with the development, organization, maintenance, and updating of company policies and procedures. This role is ideal for someone who enjoys both customer interaction and organized, detail‑oriented administrative work.
Duties & Responsibilities Front Desk / Reception (Primary Focus During Assigned Hours)
Greet and assist customers, vendors, and visitors in a friendly and professional manner
Answer and manage incoming calls, ensuring accurate routing to appropriate departments
Monitor and update phone system statuses to support efficient call handling
Provide general information and assist with basic inquiries
Receive and distribute mail, packages, and deliveries
Maintain a clean, organized, and welcoming front desk area
Coordinate with internal departments to ensure strong communication and customer service
Administrative & Documentation Support
Assist in drafting, editing, and formatting internal policies, procedures, and SOPs
Maintain organized documentation files and version control
Support updates to employee handbook, forms, and internal communications
Assist HR and leadership with documenting processes and standardizing workflows
Review documents for clarity, consistency, and accuracy
Help track updates and ensure documents are current and accessible
Required Skills & Abilities
An understanding of industrial products and terminology related to pipes, valves, and fittings is highly preferred
Strong organizational skills and attention to detail, especially in writing and formatting documentation
Proficient in Microsoft Office (Excel, Word, PowerPoint), and experience with documentation platforms such as SharePoint, Confluence, or similar
Familiarity with ERP systems (e.g., Epicor P21) is a plus
Strong written and verbal communication skills
Ability to interact effectively with cross‑functional teams, including warehouse staff, office staff, and sales reps
Self‑motivated with the ability to manage multiple projects and priorities
Ability to communicate effectively both verbally and in writing with customers and employees in a professional manner
Education & Experience
High school diploma or equivalent required, Bachelor’s degree in business, Technical Communication, or a related field preferred
Experience in administrative, receptionist, or office support roles required
Experience with technical/business writing, editing, or documentation (policies, SOPs, or procedures) is a strong plus
Physical Requirements
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift 15 pounds at times
Must be able to access and navigate each department at the organization's facilities
Comfortable working in both office and industrial environments when needed
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