Admin Assistant

Responsibilities include greeting visitors, answering phones, managing badges, shipping/receiving packages, coordinating meetings/events, maintaining supplies, and providing cross-functional support (HR, IT, Supply Chain, Quality). Ideal candidates have prior receptionist/administrative experience, strong Microsoft Office skills, professionalism, and the ability to manage changing priorities with discretion.

Job Title: Admin Assistant
Location: Bethlehem, PA
Type: Direct Hire
Work Model: On-Site
Hours: 40.0

Overview
Administrative Assistant needed for a fully onsite, Monday–Friday (8:00 AM–4:30 PM) role supporting a corporate office front desk and general administrative operations in the Bethlehem, PA area. Responsibilities include greeting visitors, answering phones, managing badges, shipping/receiving packages, coordinating meetings/events, maintaining supplies, and providing cross-functional support (HR, IT, Supply Chain, Quality). Ideal candidates have prior receptionist/administrative experience, strong Microsoft Office skills, professionalism, and the ability to manage changing priorities with discretion.

Responsibilities

• Serve as the primary receptionist, greeting and directing visitors, vendors, contractors, candidates, and new hires.
• Manage general telephone and email correspondence, including monitoring the company voicemail and routing messages appropriately.
• Maintain and track temporary and contractor badges for the corporate office.
• Distribute incoming mail and notify employees of package deliveries.
• Prepare outgoing mail and shipments with USPS, FedEx, UPS, and DHL; assist with resolving carrier issues and maintain shipping supplies.
• Perform administrative duties such as document preparation, electronic filing, scanning, data entry, and faxing.
• Maintain organized inventory of promotional items for employee prizes and initiatives.
• Coordinate tradeshow logistics, including attendee registration, hotel accommodations, lead retrieval, booth displays, marketing materials, and expense tracking.
• Assist with international shipping documentation, including invoices, Certificates of Analysis, and customs paperwork.
• Support HR with interview scheduling, onboarding, and termination processes, including badges, welcome bags, and office tours.
• Maintain and order IT equipment, provide support for sign-in tablets, and update office monitor content.
• Coordinate building maintenance, cleaning services, and office supplies.
• Organize employee engagement activities such as company events, tournaments, and food drives.

Requirements

• High school diploma or GED required
• At least 2 years of administrative experience in an office environment (non-remote)
• Strong Microsoft Office skills: Outlook, Word, PowerPoint, Excel, and SharePoint
• Experience with SAP S/4HANA, Kofax, and internal compliance systems preferred
• Ability to handle confidential information discreetly
• Excellent verbal and written communication skills in English
• Dependable, organized, and able to manage multiple priorities
• Positive attitude and professional demeanor
• Flexible and proactive with a willingness to assist with physical tasks and office needs

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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Ref: #558-Scientific