Administrative Assistant

Want to be part of one of the country's fastest growing infrastructure businesses? The Vortex Companies, LLC delivers cutting edge trenchless technologies and turnkey services to make the worlds water cleaner and we're growing every day!

We think BIG about solving the world's toughest challenges in failing water, sewer and industrial infrastructure.

At Vortex, you will be surrounded with a culture that puts your safety first in all we do. If you like a fast-paced environment, a team structure that provides support, training, and development, then apply today!

Description

The Administrative Assistant serves as the first point of contact for visitors while supporting front desk operations and office readiness. This role ensures smooth daily operations and delivers a professional, welcoming, and people-centered workplace experience for employees, leaders, and guests.

Administrative Assistant Key Objectives

• Greet, welcome, and assist all visitors in a professional and friendly manner
• Prepare meeting rooms and common spaces for visitors, team meetings, and executive meetings
• Coordinate visitor tours and meetings, including ensuring completion and acknowledgment of facility waivers upon arrival
• Serve as a liaison between visitors and internal teams to ensure a seamless onsite experience

• Manage the Café pantry by stocking essential items, maintaining inventory levels, and coordinating restocking as needed
• Support overall office organization and readiness to maintain a clean, functional, and welcoming workplace

• Maintain inventory of branded apparel and promotional items (SWAG) used by employees, customers, and executives
• Coordinate monthly and quarterly purchasing of SWAG items based on usage and demand
• Prepare, package, and ship branded items to customers, partners, and internal stakeholders upon request
• Track inventory levels and ensure timely replenishment

• Provide general administrative assistance to the office team
• Support travel booking and arrangements, scheduling, and preparation for meetings
• Assist with event coordination and special projects
• Support day-to-day operational needs as required

• High school diploma or equivalent required.
• Ability to provide a professional, welcoming, and customer-focused visitor experience.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and requests in a fast-paced environment.
• Excellent interpersonal and communication skills, with the ability to interact effectively with executives, employees, visitors, and external partners.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams) and the ability to quickly learn new systems and tools.
• Ability to coordinate logistics such as scheduling, travel arrangements, inventory tracking, and shipping.

• Prior experience supporting leadership or senior management.
• Experience managing office inventory, supplies, or branded merchandise (SWAG).
• Familiarity with visitor safety protocols, waivers, or warehouse workplace environments.
• Event planning or coordination experience, including meetings, tours, or employee activities.
• Strong attention to detail and a proactive, solutions-oriented mindset.

• Professional presence and hospitality mindset

• Discretion and confidentiality
• Adaptability and initiative
• Strong follow-through and accountability
• Collaborative, service-oriented approach

• Primarily based in an office environment with exposure to the warehouse machinery, noise, and other warehouse conditions.