Receptionist at New Cibo Vita LLC – Totowa, New Jersey

About Us:
At Cibo Vita, innovation drives everything we do. Based in Totowa, NJ, we craft premium healthy snacks under the Nature’s Garden brand, combining quality ingredients with creative flavor and function. Our products are designed to support wellness, sustainability, and better snacking choices-helping consumers “Snack With Purpose.”

Job Summary:
Cibo Vita is seeking a friendly, organized, and proactive Receptionist to be the first point of contact for visitors and applicants, ensuring smooth office operations. This role involves greeting visitors, managing phone calls, coordinating conference rooms, handling supply orders, and supporting the onboarding process for new hires. The ideal candidate will excel at multitasking, maintaining a welcoming environment, and ensuring efficient communication within the company.

Responsibilities:
• Greet Visitors & Applicants
• Welcome all visitors with a warm greeting and request that they complete the GMP policy on the tablet.
• Issue visitor badges and direct visitors to the appropriate area (lobby or conference room).
• Coordinate with the contact person for each visitor and ensure timely communication.
• Assist walk-in applicants with the application process and coordinate onboarding with the Office Manager to ensure efficient and accurate new hire integration.
• Answer incoming phone calls promptly and transfer them to the correct person or department with accuracy.
• Manage and coordinate the scheduling of conference rooms for external visitors and employees.
• Arrange the necessary setup, including snacks, water, chairs, or tables.
• Send confirmation emails once the conference room is successfully reserved.
• Consolidate and manage supply orders submitted by employees at the end of each month.
• Send the monthly supply order email from the "Office" mailbox.
• Add products to the Amazon cart and submit them for approval by the Office Manager.
• Supply Delivery Notifications
• Notify employees via email regarding the arrival of their ordered supplies.
• Send daily reminders to employees to pick up their deliveries promptly.
• Take photos of new hires daily and submit them through Monday.com for system access.
• Add new hire photos to the Canva template and label them correctly for ID cards.
• Print and distribute employee ID cards with new hire photos.
• Scan and save processed payroll forms in the appropriate employee folders.
• Shred processed payroll forms after scanning to ensure proper document management.
• Maintain clear, timely communication with employees regarding office supplies, deliveries, and other administrative matters.
• Collaborate with the HR department and other team members for follow-ups or clarifications as needed.
• Maintain accurate records of supply orders, deliveries, and employee photos.
• Ensure all documentation is properly filed, organized, and easily accessible for reference.

Qualifications:
High school diploma or equivalent

Requirements:
• office administration or receptionist experience is a plus.
• Strong communication and interpersonal skills.
• Ability to multitask, prioritize tasks, and work independently in a fast-paced environment.
• Excellent organizational skills and attention to detail.
• Proficiency with office software, including Microsoft Office Suite and Google Workspace.
• Ability to handle sensitive and confidential information with discretion.
• This role may require sitting for extended periods and occasional light lifting.
• Bilingual: English/ Spanish

What do we offer:
• Medical, Dental and Vision Benefits
• Life Insurance
• 401K
• PTO
• Company Paid Holidays
• Career advancement and training