Administrative Support Specialist (Onsite) - 6 month contract

Overview

The Administrative Services Coordinator role is available for 6 months to a year with potential extension. It is a W2 position with full benefits located at 7540 Metropolitan Dr, San Diego, CA. The role is fully onsite with a 9/80 schedule (M-F, M-Th).

JOB DESCRIPTION

The Administrative Services Coordinator supports daily office operations by ensuring a welcoming, organized, and well-stocked workplace. This role is highly service-oriented and plays a key part in employee experience by coordinating meetings, managing visitors and vendors, supporting morale events, and maintaining common areas and supplies.

• Set up and break down meetings, including room preparation, minimal A/V setup, and seating arrangements.
• Order meals and refreshments for meetings, trainings, and office events.
• Cook up calendars and logistics related to on-site meetings and visitors.
• Support the security team, specifically with end of day checks.
• Aid in planning and executing employee morale events, celebrations, and engagement activities.
• Provide general support to enhance a positive and welcoming office environment.
• Greet, check in, and escort visitors and vendors as needed.
• Be a support for the facilities team for on-site vendors and service providers when needed.
• Identify all visitors in compliance with ITAR regulations.
• Ensure compliance with visitor policies and security procedures.
• Stock and maintain break rooms, kitchens, meeting rooms, and common areas.
• Maintain organization and cleanliness of shared spaces and lobby.
• Assist with additional administrative or operational tasks as assigned.
• Proactively identify opportunities to improve office efficiency and employee experience.

REQUIRED SKILLS

• High school diploma or equivalent required.
• 5+ years of experience in office support, administrative, hospitality, or customer service roles preferred.
• Proficient computer/MS Office skills.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills.
• Ability to multitask and manage shifting priorities.
• Comfortable interacting with employees, vendors, and visitors at all levels.
• Ability to obtain a security clearance.

DESIRABLE SKILLS

• Experience supporting office operations or facilities.
• Familiarity with meeting coordination, food ordering, or event support.
• Basic knowledge of office equipment and collaboration tools.