About the Role
We are seeking an organized, service-focused Administrative Assistant & Front Office Coordinator to help keep daily office operations running smoothly. This cross-functional role includes reception, office administration, purchasing, accounts payable, event scheduling, communications. The ideal candidate is proactive, detail-oriented, discreet, and comfortable balancing changing priorities in a fast-paced environment. Full time 30 to 40 hours.
What You'll Do
- Coordinate the front office: Welcome visitors, answer and route calls and inquiries, maintain staff and department directories, escort guests, issue visitor badges, and follow established security procedures.
- Support office operations: Monitor and order administrative, kitchen, copy-room, and meeting-room supplies, track deliveries, and maintain organized storage areas.
- Maintain shared spaces: Prepare meeting and conference rooms, confirm that equipment and supplies are available, and help keep common areas and the executive kitchen clean, stocked, and ready for use.
- Manage communications: Share weekly events and visitor information, maintain internal communication boards, and distribute organization-wide updates.
- Support events: Coordinate assigned events starting with planning through setup and cleanup. This includes schedules, room preparation, catering orders, refreshments, and coordination with impacted departments.
- Assist with purchasing and accounts payable: Review purchase orders for accuracy and authorization, submit vendor orders, and maintain the purchase-order log.
- Provide general administrative support: Document meetings, collaborate closely with the Executive and Administrative Staff, support organization-wide initiatives, and complete other duties as assigned.
What You Bring
Minimum Qualifications:
- High school diploma or equivalent required.
- One to two years' experience in receptionist or administrative support roles.
- Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
Preferred Qualifications:
- Strong organizational skills, attention to detail, and the ability to establish priorities, meet deadlines, and adapt to shifting needs.
- Sound judgment, problem-solving ability, discretion, and a commitment to confidentiality.
- Professional written and verbal communication skills and the ability to work effectively with internal and external contacts.
- Proficiency with Microsoft Outlook and Office, familiarity with Apple and PC environments, and comfort providing light technology support.
- Ability to work independently and collaboratively as part of a team.
Physical Requirements
- Ability to lift to 40 pounds as needed.
- Ability to sit for extended periods.
Reporting Relationship
This position reports to the Director of Accounting and Administration and works closely with Executive and Administrative Staff.