Administrative Office Assistant

Overview

Star Dental Partners (SDP) is seeking an Administrative Office Assistant to join our collaborative and fast-paced team. This position plays a key role in supporting the day-to-day operations of our support center office.

Responsibilities

• Coordinate and manage the C-suite’s calendars, including scheduling meetings, managing logistics, and anticipating needs
• Aid with meeting preparation, including room setup, materials, and coordination
• Provide general administrative support and assist with ad hoc projects across departments
• Oversee daily office operations to ensure a clean, organized, and fully functional workspace
• Maintain inventory levels for office supplies, snacks, beverages, and company swag
• Ensure office readiness during core business hours (lighting, shared spaces, conference rooms)
• Retrieve, sort, and distribute company mail, including Accounts Payable correspondence
• Request, review, and submit business card proofs and orders as needed
• Serve as the primary point of contact at reception, greet and assist visitors, candidates, and vendors professionally and efficiently, maintain a polished, welcoming, and brand-aligned front office environment, act as a gatekeeper by screening and appropriately redirecting solicitors, accept and manage deliveries and incoming packages, mail, shipping & finance support
• Coordinate UPS, FedEx, USPS, and other courier pickups and deliveries
• Process postage for vendor payments using Pitney Bowes on a weekly basis or as needed
• Compile and ship employee paychecks via FedEx corporate account or USPS on a bi-weekly basis or as needed
• Assist with vendor correspondence, including mail preparation, sorting, and distribution
• Coordinate office maintenance and service vendors (coffee, water, printers/copiers, etc.)
• Submit and manage building-related requests, including cleaning and maintenance issues, as well as parking, gym and access badge administration for employees
• Liaise with building management for guest parking access and conference room reservations
• Maintain vendor schedules and assist with basic invoice submission or tracking
• Assist with onboarding logistics, including workspace setup and badge coordination; as well as support IT with unboxing and setting up computer hardware only as needed
• Facilitate quarterly Lunch & Learns and training sessions for visiting dental practice staff
• Care for onsite, informal employee celebrations (e.g., birthdays) and assist with sending cards to field employees
• Support employee engagement activities and internal office communications
• Maintain confidentiality of sensitive company and employee information
• Support adherence to company policies, including privacy, security, and workplace safety standards
• Afford office safety readiness and coordination with building management when needed
• Support coordination with field locations or dental practices for shipments or supply distribution
• Support special projects and cross-functional initiatives as needed
• Handle ad hoc projects and other duties as assigned

Requirements

• High school diploma required; Bachelor's degree preferred
• Minimum 2 years experience in a role with project management, executive administrative, or office management duties required
• Highly organized and detail-oriented work ethic
• Ability to work collaboratively with all team members, both at the practice level and Support Center
• Excellent written, verbal, and interpersonal communication skills
• Demonstrates a sense of urgency and works well under pressure
• Self-motivated and goal-oriented, with the initiative to work independently
• Strong ability to prioritize, multi-task, and meet deadlines
• Demonstrates integrity, responsibility, accountability, and a high level of professionalism
• Proficient in Microsoft Office Suite (Word, Excel, PPT, Outlook)