Office Administration Intern

Position Summary

TEC Building Systems is seeking an organized, dependable, and service-oriented Office Administration Intern to assist with maintaining a smooth-running corporate office. This role involves various administrative and workplace support tasks.

Responsibilities

• Serve as the first point of contact for employees, clients, vendors, and visitors.
• Greet guests and manage visitor check-in procedures.
• Answer and direct incoming phone calls, emails, and general inquiries.
• Create and maintain a clean, organized, and professional office environment.
• Manage incoming and outgoing mail, UPS/FedEx shipments, and office deliveries.
• Aid employees with general office requests.
• Maintain conference rooms, kitchens, copy rooms, and common spaces.
• Coordinate conference room scheduling and reset rooms between meetings.
• Prepare meeting rooms with refreshments, supplies, and presentation materials.
• Assist with employee desk moves and office reconfigurations.
• Create and maintain office seating charts.
• Manage office décor and seasonal decorations.
• Order, organize, and maintain office supplies.
• Perform monthly inventory of office supplies and standardize inventory processes.
• Check in monthly with employees to determine office supply needs.
• Coordinate furniture deliveries, installations, and office cleanup projects.
• Organize storage rooms, supply closets, and filing areas.
• Ensure printers, copiers, and office equipment are stocked and operational.
• Serve as the primary liaison with building management.
• Submit and track building maintenance requests.
• Coordinate with janitorial staff and building vendors.
• Administer office parking passes and parking database.
• Coordinate office repairs and preventative maintenance.
• Manage relationships with office supply vendors and service providers.
• Keep kitchens and breakrooms clean, organized, and fully stocked.
• Maintain the espresso machine and coffee stations.
• Order groceries, beverages, snacks, and pantry supplies.
• Stock vending machines and refrigerators.
• Coordinate catered lunches and employee meals.
• Set up and clean up food for meetings and company events.
• Coordinate company lunches, Town Halls, volunteer events, holiday parties, and summer outings.
• Aid with event logistics, vendor coordination, catering, and room setup.
• Maintain TEC branded swag inventory.
• Coordinate employee gifts, anniversary gifts, birthdays, and welcome kits.
• Draft officewide announcements and operational communications.
• Maintain the MyTEC SharePoint site.
• Communicate office updates, maintenance notices, and employee reminders.
• Support departments across the company with administrative projects based on business needs.

Qualifications

• Currently pursuing or recently completed a degree in Business Administration, Operations, Hospitality, Communications, or a related field.
• Excellent customer service and communication skills.
• Hightly organized with exceptional attention to detail.
• Comfortable multitasking and working in a fast-paced environment.
• Strong Microsoft Office skills (Outlook, Word, Excel, PowerPoint).
• Self-starter with a positive attitude and willingness to jump in wherever needed.
• Professional demeanor with strong interpersonal skills.
• Ability to lift up to 25 pounds when stocking office supplies or preparing meeting spaces.