Admin Assistant

About the role

Administrative Assistant needed for a fully onsite, direct‑hire position supporting a corporate office front desk and general administrative operations in Bethlehem, PA.

System One and its subsidiaries (Joulé, Mountain Ltd.) provide outsourced services and workforce solutions across North America, helping clients work more efficiently and economically without compromising quality.

Responsibilities

• Serve as the primary receptionist, greeting and directing visitors, vendors, contractors, candidates, and new hires.
• Manage general telephone and email correspondence, including monitoring the company voicemail and routing messages appropriately.
• Maintain and track temporary and contractor badges for the corporate office.
• Distribute incoming mail and notify employees of package deliveries.
• Prepare outgoing mail and shipments with USPS, FedEx, UPS, and DHL; assist with resolving carrier issues and maintain shipping supplies.
• Perform administrative duties such as document preparation, electronic filing, scanning, data entry, and faxing.
• Maintain organized inventory of promotional items for employee prizes and initiatives.
• Coordinate tradeshow logistics, including attendee registration, hotel accommodations, lead retrieval, booth displays, marketing materials, and expense tracking.
• Assist with international shipping documentation, including invoices, Certificates of Analysis, and customs paperwork.
• Support HR with interview scheduling, onboarding, and termination processes, including badges, welcome bags, and office tours.
• Maintain and order IT equipment, provide support for sign-in tablets, and update office monitor content.
• Coordinate building maintenance, cleaning services, and office supplies.
• Organize employee engagement activities such as company events, tournaments, and food drives.

Requirements

• High school diploma or GED required
• At least 2 years of administrative experience in an office environment (non-remote)
• Strong Microsoft Office skills: Outlook, Word, PowerPoint, Excel, and SharePoint
• Experience with SAP S/4HANA, Kofax, and internal compliance systems preferred
• Ability to handle confidential information discreetly
• Excellent verbal and written communication skills in English
• Dependable, organized, and able to manage multiple priorities
• Positive attitude and professional demeanor
• Flexible and proactive with a willingness to assist with physical tasks and office needs

Benefits

• Health and welfare benefits coverage options including medical, dental, vision, spending accounts
• Life insurance
• Voluntary plans
• Participation in a 401(k) plan

Schedule

Full‑time schedule: 40 hours per week, Monday–Friday, 8:00 AM–4:30 PM.