Associate, Administrative Services

About the role

Every day, our team members do amazing things in pursuit of our shared purpose to build trust with our clients, partners, subcontractors, and teammates. No matter your background, education, or career path, if you share our vision to create extraordinary experiences, you belong at HITT.

Associate, Administrator

About the role

The Administrative Services Associate is a member of the Administrative Services team and reports to the Office Manager. This role supports administrative and catering needs for Headquarters, Co|Lab, and The Shed. The ideal candidate demonstrates exceptional hospitality and customer service skills, is a collaborative team player, and has a strong attention to detail.

This position works with many of HITT's executive leadership team members and is expected to present a professional demeanor and exhibit a sense of urgency. In addition, the ideal candidate for this position will be a problem-solver who is proactive and comfortable working at a fast pace while maintaining a calm demeanor.

Responsibilities

Catering and Concierge Service

• Executes catering requests as assigned by the Office Manager
• Coordinates with the Office Manager the details regarding logistics for large catering events
• Manages linens for events, which includes dressing tables as needed, removing linens, washing, drying, and storing
• Sets up food and ensures that conference rooms are properly organized to host requested events
• Requests support from the Facilities Manager if specific furniture arrangements are necessary for event spaces
• Communicates with the event organizer to ensure that all details are covered for an exceptional event experience
• Coordinates with the Facilities Manager to request support for pick up or delivery of catering items as needed
• Maintains pantry operations, which includes restocking, and servicing coffee brewers as needed
• Coordinates with the Office Manager to support internal events as requested by our Events team and the Team Member Engagement team
• Collaborates with Administrators in preparing promotional items needed for events and marketing requests
• Purchases catering supplies as needed to maintain inventory in the catering closet and additional supplies needed for event support
• Sets up beverages for catered events, which includes collecting the coolers from our Warehouse, filling them with ice and beverages, emptying the coolers post-event, cleaning them, returning them to our Warehouse, and performing an inventory of the beverages returned for cost-transferring
• Books conference rooms set-up time before the event and after the event for breakdown

Administrative Support

• In collaboration with the Office Manager, installs and removes office and cubicle signatures for new hires or relocations, and reports to the Office Manager any discrepancies found between the physical layout and electronic version on Staff map.
• Pulls information from the New Hire Onboarding report and prepares PPE needed for local and regional new hires
• Collects and prepares the shipment of PPE to regional new hires, ensures that items are shipped timely to guarantee arrival before orientation day, and communicates with the regional office administrator about the shipment of such packages for tracking purposes
• Updates New Hire Onboarding tracker to ensure timely completion of PPE shipments and signature installations/removals at offices/cubes upon hire/departure dates

Qualifications

• A high school degree is required
• Proficiency in Microsoft Office, especially Word and Outlook, is required
• Knowledge of basic clerical and administrative procedures is required
• Knowledge of customer service principles and practices
• Basic reading and writing skills
• Excellent verbal communication skills.
• This position is fully on-site and is not eligible for remote work.