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.
