Key Responsibilities
1. Office & Facility Management
- Maintain a clean, organized, and welcoming office environment.
- Oversee office supply inventory, monitor stock levels, and place reorders as needed.
- Coordinate with building management, cleaning crews, security, and maintenance vendors.
- Manage incoming and outgoing mail, packages, and deliveries.
2. Administrative & Executive Support
- Serve as the main point of contact at reception, greeting visitors and directing calls.
- Schedule meetings, manage shared conference room calendars, and set up AV/tech equipment.
- Support onboarding for new hires by preparing desks, access badges, and welcome materials.
- Assist leadership with travel arrangements, expense reports, and document preparation as needed.
3. Vendor & Operations Coordination
- Manage relationships with office vendors (IT support, catering, coffee/snack services, equipment leases).
- Track and review vendor invoices, utility bills, and administrative expenses.
- Assist with organizing internal company events, celebrations, and team-building activities.
4. Document & Compliance Management
- Maintain physical and digital filing systems, ensuring sensitive records are kept confidential.
- Assist with draft internal communications, staff announcements, and office policy updates.
- Ensure workplace safety standards, emergency protocols, and first-aid supplies are up to date.
Qualifications & Requirements
- Experience: 1+ years of experience in administrative, office coordination, or customer service roles.
- Education: High school diploma required; Associate's or Bachelor's degree in Business Administration, Communications, or related field preferred.
- Tech Skills: Proficiency with office suites (Google Workspace / Microsoft 365), scheduling tools, and basic database management.
- Communication: Strong verbal and written communication skills with a professional demeanor.
- Organization: Exceptional time management, prioritization, and multitasking abilities.
- Problem-Solving: Proactive, resourcefulness in handling day-to-day office challenges with minimal supervision.
