Administrative Assistant

Position Summary

The Office Coordinator / Administrative Assistant serves as the first point of contact for visitors and callers while ensuring efficient day-to-day office operations. This role is responsible for managing front desk activities, coordinating fleet vehicle requests, handling mail distribution, and supporting administrative functions across multiple departments. The position also maintains office organization, supports meetings and events, and contributes to a safe, professional, and welcoming environment. Additionally, this role provides support to the Executive and HR teams on special projects and serves as backup for other office personnel as needed.

Key Responsibilities

Answer and route incoming phone calls to appropriate personnelGreet visitors and customers in a professional and welcoming mannerValidate parking passes as neededCoordinate fleet vehicle requests and communicate status updates with relevant departmentsSort, distribute, and process incoming mail; prepare outgoing mail and packagesProvide administrative support across departments, includingMaintain shared office spaces, kitchen areas, and overall office organizationMonitor and replenish office suppliesAssist with scheduling meetings and events, including:Reserving meeting spacesCoordinating meals and refreshmentsSupport Executive and HR teams with special projectsProvide backup support for other office personnel when neededEnsure a safe, clean, and organized work environment at all timesPerform additional administrative duties as assignedQualifications andamp; Requirements

High School Diploma or equivalent required1-2 years of experience in an office or administrative support roleStrong organizational, communication, and customer service skillsAbility to multitask, prioritizePosition Summary

The Office Coordinator / Administrative Assistant serves as the first point of contact for visitors and callers while ensuring efficient day-to-day office operations. This role is responsible for managing front desk activities, coordinating fleet vehicle requests, handling mail distribution, and supporting administrative functions across multiple departments. The position also maintains office organization, supports meetings and events, and contributes to a safe, professional, and welcoming environment. Additionally, this role provides support to the Executive and HR teams on special projects and serves as backup for other office personnel as needed.

Key Responsibilities

Answer and route incoming phone calls to appropriate personnelGreet visitors and customers in a professional and welcoming mannerValidate parking passes as neededCoordinate fleet vehicle requests and communicate status updates with relevant departmentsSort, distribute, and process incoming mail; prepare outgoing mail and packagesProvide administrative support across departments, includingMaintain shared office spaces, kitchen areas, and overall office organizationMonitor and replenish office suppliesAssist with scheduling meetings and events, including:Reserving meeting spacesCoordinating meals and refreshmentsSupport Executive and HR teams with special projectsProvide backup support for other office personnel when neededEnsure a safe, clean, and organized work environment at all timesPerform additional administrative duties as assignedQualifications andamp; Requirements

High School Diploma or equivalent required1-2 years of experience in an office or administrative support roleStrong organizational, communication, and customer service skillsAbility to multitask, prioritize, and manage office operations independentlyExceptional attention to detail with strong proofreading, writing, spelling, and grammar skillsProficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.)Strong interpersonal skills with a clear, friendly, and professional telephone presenceProfessional appearance and demeanor at all timesValid, unrestricted driver's license requiredPreferred Attributes

Proactive and self-motivated approach to workAbility to handle confidential information with discretionStrong problem-solving skills and adaptability in a fast-paced environmentTeam-oriented mindset with a willingness to support othersWork Environment

This position operates in-person (not remote) and in an office setting.

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to feel, or handle objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position. Typical hours would be Monday-Friday 8:00 AM - 5:00 PM with some OT expectations.