Administrative Support I

Position Summary: Provides administrative support by professionally greeting and assisting customers, manufacturers, co-workers, and visitors. Ensures the office environment is safe, functional, and well-maintained by overseeing service providers and supporting general administrative needs. Operates under general supervision while demonstrating strong verbal communication skills, the ability to multitask effectively, and sound judgment in decision-making.

Position Responsibilities:

• Answer and manage all incoming phone calls in a professional and courteous manner
• Greet customers, visitors, vendors, and staff in person and by phone; determine purpose of visit and direct or escort accordingly
• Maintain a clean, organized, and professional front desk, waiting area, and breakroom
• Coordinate and schedule meeting spaces and reserve equipment for meetings and events
• Manage incoming and outgoing mail, including sorting, distributing, and preparing shipments and courier deliveries
• Order and maintain inventory of office supplies on a weekly basis
• Maintain an up-to-date record of staff whereabouts and availability
• Responsible for greeting all customers, manufacturers, co-workers, and visitors both in person and on the phone
• Receive and log all package deliveries
• Manage manufacturer sales samples, including organization and tracking of finish and material samples
• Coordinate office operations, including scheduling and oversight of maintenance vendors (e.g., pest control, landscaping, security, utilities)
• Schedule routine services and respond to urgent maintenance issues, ensuring timely resolution
• Perform light data entry and administrative support tasks as needed
• Other duties as assigned by manager

Essential Skills:

• High school diploma or equivalent required
• Previous experience in office management, facilities coordination, or administrative support preferred
• Strong written and verbal communication skills
• Ability to multitask, prioritize tasks, and demonstrate sound judgment
• Ability to manage workload effectively in a fast-paced environment
• Basic proficiency in Microsoft Office applications (Word, Excel, Outlook)
• Knowledge of administrative and clerical procedures and systems, managing files and records, designing forms, and other office procedures and terminology
• Ability to operate standard office equipment (e.g., copiers, fax machines, phone systems) and coordinate repairs as needed