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 personnel

Greet visitors and customers in a professional and welcoming manner

Validate parking passes as needed

Coordinate fleet vehicle requests and communicate status updates with relevant departments

Sort, distribute, and process incoming mail; prepare outgoing mail and packages

Provide administrative support across departments, including

Maintain shared office spaces, kitchen areas, and overall office organization

Monitor and replenish office supplies

Assist with scheduling meetings and events, including

Reserving meeting spaces

Coordinating meals and refreshments

Support Executive and HR teams with special projects

Provide backup support for other office personnel when needed

Ensure a safe, clean, and organized work environment at all times

Perform additional administrative duties as assigned

Qualifications & Requirements

High School Diploma or equivalent required

1–2 years of experience in an office or administrative support role

Strong organizational, communication, and customer service skills

Ability 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 personnel

Greet visitors and customers in a professional and welcoming manner

Validate parking passes as needed

Coordinate fleet vehicle requests and communicate status updates with relevant departments

Sort, distribute, and process incoming mail; prepare outgoing mail and packages

Provide administrative support across departments, including

Maintain shared office spaces, kitchen areas, and overall office organization

Monitor and replenish office supplies

Assist with scheduling meetings and events, including

Reserving meeting spaces

Coordinating meals and refreshments

Support Executive and HR teams with special projects

Provide backup support for other office personnel when needed

Ensure a safe, clean, and organized work environment at all times

Perform additional administrative duties as assigned

Qualifications & Requirements

High School Diploma or equivalent required

1–2 years of experience in an office or administrative support role

Strong organizational, communication, and customer service skills

Ability to multitask, prioritize, and manage office operations independently

Exceptional attention to detail with strong proofreading, writing, spelling, and grammar skills

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.)

Strong interpersonal skills with a clear, friendly, and professional telephone presence

Professional appearance and demeanor at all times

Valid, unrestricted driver’s license required

Preferred Attributes

Proactive and self-motivated approach to work

Ability to handle confidential information with discretion

Strong problem-solving skills and adaptability in a fast-paced environment

Team-oriented mindset with a willingness to support others

Work 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.