Administrative Assistant

Core Administrative Responsibilities

• Track action items and follow-ups across departments
• Support leadership with reporting, presentations, and administrative tasks
• Maintain organized records, files, and shared documentation
• Cook up meetings, schedules, and internal communications

Front Desk & Accounting Support

• Answer incoming phone calls and route inquiries appropriately
• Greet and assist guests at the front window and manage the will-call doorbell
• Monitor and manage the general company voicemail and info email inbox
• Maintain company phone lists, extension lists, and on-call schedules
• Provide AR override codes in accordance with company policy
• Aid in entering and depositing customer checks
• Update customer accounts (payment terms, contacts, etc.)
• Create and maintain AR customer folders

Operations & HR Support

• Prepare reports for operations metrics, compliance, and audits
• Maintain operational records (licenses, certifications, safety documentation)
• Support supplies inventory, equipment, and vehicle documentation tracking
• Aid in onboarding drivers and warehouse team members in coordination with HR
• Maintain employee files and HR records (digital and physical)
• Aid in EE onboarding and offboarding (paperwork, systems access, orientation coordination)
• Aid in benefits administration, open enrollment support, and employee inquiries
• Offer administrative support for employee communications, memos, and policy acknowledgments
• Assist in company culture initiatives – assist in planning, coordinating and executing
• Aid in recruiting administration (posting jobs, scheduling interviews, tracking candidates)

Shared Administrative & Organizational Support

• Aid in special projects that span people, culture, and operational efficiency
• Track action items and follow-ups across HR and Operations initiatives
• Maintain organized filing systems and shared drives
• Identify opportunities to streamline administrative processes between department

Qualifications

• 2+ years of administrative experience in one or more of the following: Accounting & Office Support, Operations & Logistics Support, Human Resources Support
• Strong organizational and time-management skills with the ability to prioritize competing needs
• High attention to detail and discretion when handling confidential information
• Proficiency with Microsoft Office (Outlook, Word, Excel) and learning new systems
• Strong communication skills and a collaborative mindset
• Ability to work independently while supporting multiple leaders