Administrative/Office Support

Summary:

• Possible temporary to permanent positions
• Shift for both roles: Mon - Fri 08:00 AM - 05:00 PM

Responsibilities:

Administrative Coordinator

• Professionally greet and assist everyone entering the facility, maintaining a corporate-level professional appearance.
• Manage visitor check-in processes, issue badges, and ensure compliance with company security procedures.
• Check the main voicemail line/email inbox regularly and direct messages accordingly.
• Receive, sort, and distribute mail, packages, and courier deliveries.
• Coordinate conference room bookings and assist with meeting logistics.
• Support executive visits, leadership meetings, and company events by coordinating visitor logistics and hospitality services.
• Order supplies, submit invoices for payment, and assist with mail tasks.
• Coordinate catering, refreshments, and hospitality services for meetings and events.

Logistics Assistant

• Support HQ office with administrative and logistical needs for meetings.
• Check calendars and the Admin Planning Calendar | Logistics for meeting preparations.
• Perform coffee duties, signage for meetings, and stock snack carousels and supplies.
• Assist with meeting room set up and catering placement.
• Assist receptionist with mail tasks and distribute important mail items.
• Maintain supply inventory and organization.
• Stock copy paper/toner at all copy machines and kitchenettes.

Requirements:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum 3 years of receptionist, front office, hospitality, customer service, or administrative experience in a corporate environment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).

Preferred Skills:

• Exceptional verbal and written communication skills.
• Professional executive presence and polished customer service approach.
• Strong organizational and multitasking abilities.
• Ability to remain composed and resourceful in a fast-paced environment.
• Sound judgment and discretion when handling confidential information.
• Strong attention to detail and commitment to accuracy.
• Ability to work collaboratively across departments and organizational levels.
• Demonstrated commitment to service excellence and continuous improvement.