Admin/Clerical - Administrative Assistant III

Admin Assistant

Contract: 6 months with strong potential for extension

Location: Horsham, PA office onsite M-F 8-5 PM EST

Interview: Stage 1 with HG, Stage 2 with HM

Top Skills: In this role, we are looking for someone who has strong planning skills, event planning etc. We are re-vamping the local office and need someone who can help with this coordination. It will also be great for someone to be strong in Excel/bookeeping. Looking for "Team SPIRIT" energy. This contractor will also help support VP's and Hiring Leaders remotely as a "sub admin" when other admins are out of office they will support.

Job Description

We are seeking a reliable and organized Administrative Assistant to support daily onsite office operations and help create a positive workplace experience for employees and visitors. This role plays an important part in ensuring efficient office operations through administrative support, office coordination, event assistance, and light project and bookkeeping activities.

Key Responsibilities

• Administrative Support & Office Operations
• Support daily office operations and provide general administrative support as needed.
• Ensure meeting rooms are clean, organized, stocked, and ready for use, and assist with room scheduling and coordination as needed.
• Support visitor check-in and help create a welcoming onsite experience.
• Maintain office and kitchen supplies, including purchasing, stocking, and inventory management.
• Assist with the coordination and execution of office events and activities, both onsite and offsite.
• Coordinate office support needs, including holiday dcor setup and breakdown.
• Assist with monthly newsletter creation and other employee communications.
• Maintain organized files, records, and administrative documentation.
• Project & Bookkeeping Support
• Provide administrative and project support for the Horsham office and assist other U.S. branch locations as needed (no travel required).
• Set up projects in company systems and ensure timely processing of information.
• Create subcontractor agreements and process change orders.
• Submit subcontractor invoices for processing.
• Submit requests for new vendor and customer setup, including subcontractor pre-qualification support.

Qualifications

2+ years of administrative, office coordination, receptionist, or office management experience preferred.

Strong organizational, communication, and customer service skills, with the ability to manage multiple priorities effectively.

Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint); experience with Microsoft Teams and SharePoint preferred.

High attention to detail, accuracy, and the ability to work independently with minimal supervision.

Ability to learn new systems and processes quickly and take initiative in a fast-paced environment.

Experience with general office equipment and basic accounting, invoicing, or bookkeeping support preferred.

Strong attendance, reliability, and a positive, team-oriented attitude.

Physical Requirements

Ability to lift and move office supplies and materials up to 25 pounds.

Ability to walk throughout the office and assist with event setup and breakdown activities.

EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."