Office Administrative Assistant

JOB SUMMARY:

The Office Administrative Assistant serves as the first point of contact for visitors, employees, and vendors while supporting the daily operations of the corporate office. This role creates a welcoming and professional environment, coordinates administrative and office management activities, and helps ensure a positive employee and guest experience.

JOB RESPONSIBILITIES:

Guest & Reception Services

• Welcome visitors, customers, and vendors with a professional and positive attitude.
• Notify employees of visitor arrivals and ensure guests are appropriately accommodated.
• Escort guests to meeting rooms as needed.
• Answer and route incoming calls while delivering exceptional customer service.
• Provide general support and information to visitors.

Office Operations & Facilities

• Maintain a clean, organized, and professional reception, lobby, kitchen, and meeting room environment.
• Coordinate office supply inventory and replenishment, ensuring essential items remain stocked.
• Serve as the primary liaison with building management and facility vendors.
• Coordinate mail distribution, shipping, and receiving activities.
• Assist with office equipment administration and basic troubleshooting.

Meeting & Event Support

• Coordinate meeting room readiness, including setup and hospitality needs.
• Order, receive, and manage catering for meetings and company events.
• Support employee engagement activities, company events, and special projects.
  

Administrative Support

• Perform administrative duties such as document preparation, copying, scanning, reporting, and data entry.
• Coordinate travel arrangements and itineraries for guests and visitors.
• Support cross-functional teams with projects and administrative initiatives.
• Maintain confidential information with discretion and professionalism.
• Perform additional duties and special projects as assigned.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to occasionally lift and move packages or office supplies up to 25 pounds.
• Ability to travel throughout the office to support employees and visitors.

QUALIFYING JOB KNOWLEDGE, SKILLS, & ABILITIES:

• 2+ years of administrative, receptionist, office coordinator, or related experience preferred.
• Strong customer service orientation and interpersonal skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organizational skills with the ability to prioritize competing demands.
• Demonstrated ability to handle confidential information with discretion.
• Detail-oriented with strong problem-solving abilities.
• Ability to work independently while supporting a collaborative team environment.

EDUCATION:

• High school degree required
• Associate or bachelor’s degree in related field or equivalent experience preferred