Administrative Assistant

Position Summary

The Office Assistant is responsible for supporting the day-to-day needs of the office by coordinating supplies, catering, meetings, building maintenance, and general office operations. This role helps maintain an organized, clean, and functional workplace while keeping employees informed of upcoming office projects, maintenance schedules, and other important updates.

Key Responsibilities

• Office Supplies & Purchasing: Coordinate and manage Amazon orders for office supplies and other essential items to ensure the office remains adequately stocked.
• Catering & Food Coordination: Arrange and coordinate breakfast and lunch catering for office meetings, training sessions, and company events.
• Building Maintenance & Facilities: Support the coordination of building maintenance, repairs, vendor visits, and other facility-related activities.
• Maintenance Tracking & Communication: Maintain accurate and organized building maintenance records and distribute company-wide communications regarding scheduled maintenance, office projects, repairs, and potential disruptions.
• Meeting & Conference Room Setup: Prepare conference rooms and meeting spaces by arranging tables and chairs, setting up equipment, and ensuring rooms are ready for meetings and presentations.
• Meeting Coordination: Assist with scheduling meetings, sending calendar invitations, reserving meeting spaces, and coordinating meeting logistics.
• Office Opening & Shutdown Procedures: Assist with office opening and shutdown procedures as needed to accommodate building maintenance activities.
• General Office Support: Provide administrative and logistical assistance to support daily office operations and maintain an organized, efficient, and welcoming workplace.

Qualifications & Skills

• Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Strong attention to detail and the ability to manage multiple responsibilities simultaneously.
• Ability to communicate and coordinate effectively with employees, vendors, and service providers.
• Proficiency in Microsoft Outlook and other standard office applications.
• Ability to work independently, manage competing priorities, and consistently follow through on assigned responsibilities.