Administrative Assistant

Position Summary

The Administrative Assistant provides comprehensive administrative, operational, and facilities support across the organization. This role requires strong communication skills, proficiency with Microsoft Office, and the ability to interface professionally with employees, visitors, and vendors.

Essential Job Functions

• Owns daily office opening and closing procedures, ensuring the workspace is prepared, secure, and operational.

• Maintains breakroom cleanliness and organization, including stocking beverages, snacks, and consumables, and coordinating appliance service.

• Oversees conference room readiness, including cleanliness, meeting setup, technology checks, and post-meeting reset.

• Manages office supplies inventory, including ordering, stocking, and monitoring usage.

• Maintains tidy shared spaces.

• Provides consistent front desk coverage for the engineering and design floor, attending to employee requests, answering phones, and directing inquiries.

• Prepares documents, correspondence, and reports; supports scheduling, filing, and general administrative tasks.

• Serves as a professional representative of the company, maintaining at all times a courteous demeanor as an ambassador of the company.

• Manages PPE inventory, distribution, and replacement cycles.

• Oversees gas monitor check-in/check-out, calibration scheduling, tracking, and maintenance.

• Supports safety programs, including periodic office safety audits and first-aid kit upkeep.

• Captures and maintains accurate records of all fleet vehicle movements and maintenance activities.

• Coordinates courier services and vendor interactions as needed.

• Assists with planning and executing corporate events.

• Prepares workspaces for new employees and supports offboarding workspace cleanup, consistent with the original description.

Competencies

• Professionalism & Communication: Maintains a polished, courteous presence; communicates clearly and effectively.

• Organization & Time Management: Prioritizes tasks, manages multiple responsibilities, and meets deadlines.

• Problem Solving: Demonstrates initiative and resourcefulness in resolving issues.

• Customer Service Orientation: Provides responsive, helpful support to employees and visitors.

• Reliability & Accountability: Takes ownership of assigned areas and follows through consistently.

• Operational Ownership: Independently manages office upkeep, supplies, PPE, gas monitors, and fleet vehicles.

• Technical Proficiency: Comfortable with Microsoft Office, administrative systems, and equipment; able to learn company travel and fleet apps.

• Attention to Detail: Ensures accuracy in documentation, inventory tracking, and workspace readiness.

• Adaptability: Supports multiple departments and adjusts to shifting priorities.

Requirements

• A high school diploma.

• 2–4 years of administrative or office operations experience preferred.

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).

• Ability to lift up to 25 lbs and perform physical tasks associated with office upkeep.

• Valid driver’s license for fleet vehicle responsibilities.