Job Details

We are seeking a dedicated and detail-oriented Administrative Assistant to manage the daily operations and administrative needs of a dynamic corporate office and their executives. This role ensures the seamless functioning of office services, reception, mail logistics, and pantry operations while providing exceptional customer service to employees and guests.

Key Responsibilities Office Coordination

• Collaborate regularly with the facilities team to ensure operational efficiency.
• Maintain inventory and coordinate orders for office supplies and snacks.
• Manage all overnight and USPS mail deliveries, including logging and distribution.
• Stock and maintain printers, ensuring functionality.
• Coordinate desk setups for new employees, including supplies, nameplates, and badges.
• Monitor and coordinate vendor services, such as shredding companies.
• Maintain kitchen/café areas to ensure cleanliness and organization.
• Provide administrative support and manage special projects as assigned.

Administrative Support

• Perform administrative tasks and collaborate with vendors for maintenance requests.
• Submit expense reports and process invoices promptly.
• Maintain and update the Site Operations Manual/Playbook with accurate and current information.
• Coordinate travel itineraries, including booking flights and hotel accommodations.
• Support regional leadership with assigned projects.

Reception Duties

• Greet all visitors and handle phone calls professionally and efficiently, following standardized scripting.
• Assist with conference room bookings and provide meeting setup support, including catering and AV equipment.
• Conduct hourly sweeps of conference rooms and meeting areas to refresh supplies and maintain a tidy appearance.
• Assist with special projects and executive meetings as needed.

Mail and Logistics

• Receive, sort, scan (if applicable), and distribute incoming mail and packages, ensuring accountability.
• Manage outbound mail and package shipping, including packing, rate shopping, and carrier coordination.
• Provide messenger service coordination with third-party providers.
• Refill printer and copier paper trays as needed and perform first-level troubleshooting for equipment issues.

Pantry Services

• Maintain "White Glove" standards in pantry areas, ensuring cleanliness, organization, and proper stock rotation.
• Monitor food and beverage displays, ensuring they remain in impeccable condition.
• Perform kitchen cleaning, stock shelves and refrigerators, and manage dishwasher operations.
• Unload and organize daily food deliveries and manage pantry inventory efficiently.
• Implement just-in-time ordering processes to reduce waste and minimize costs.

Qualifications

Education and Experience:

• High school diploma or equivalent; associate degree or higher preferred.
• 2+ years of experience in office coordination, administrative support, or related roles.

Skills and Abilities:

• Proficient in Microsoft Office Suite (Outlook, Excel, Word) and internet research.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent communication and interpersonal skills, with a focus on professionalism and customer service.
• Ability to lift 50+ pounds and perform physical tasks related to mail and pantry services.
• Valid driver's license and reliable transportation required for travel.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.