Administrative Assistant / Front Desk

Administrative Assistant / Front Desk The Administrative Assistant plays a central role in ensuring smooth daily operations across both sides of the office. This position is highly visible and people-facing, responsible for creating a welcoming environment, supporting internal teams, maintaining office functionality, and assisting with administrative, operational, and property taxrelated tasks. The ideal candidate is organized, proactive, detail-oriented, and comfortable juggling a wide range of responsibilities in a fast-paced environment. This role reports to the Office Manager, and requires full-time, on-site presence and involves regular movement between office areas, interaction with employees and visitors, and hands-on support of office operations. Key Responsibilities Front Desk & Office Operations Open and close the office on both sides at the start and end of each business day Greet and host visitors in a professional and welcoming manner Answer and manage incoming phone calls and voicemails in a timely manner Train new administrative personnel on front desk duties and procedures Update and maintain contact lists, building access lists, and office maps Verify office and workstation keys and maintain accurate key records Perform general housekeeping for common areas and meeting rooms Mail, Shipping & Supplies Create FedEx and USPS priority mail labels as needed Check and replenish FedEx and USPS mailing supplies on a monthly basis Retrieve and distribute incoming mail daily by 3:00 PM Meter outgoing mail and coordinate timely dispatch Manage shred bins and arrange secure document disposal Handle incoming deliveries and route to appropriate recipients Reconcile FedEx and Allied accounts as required Meeting Rooms & Events Manage meeting room calendars and coordinate room scheduling Assist with computer-to-TV connection and projection setup in meeting rooms Assist with catering needs and event setup and teardown Order and pick up breakfast for the office on a biweekly basis Assist with the annual golf tournament planning and execution Assist with setup and takedown of seasonal office decorations Support the school supply drive and holiday toy drive initiatives Facilities & Equipment Order and organize office and kitchen supplies as needed Restock all printers with paper daily as part of closing duties Restock the executive kitchenette weekly Manage coffee brewers, ice machines, and water machines Perform basic troubleshooting on all Xerox machines; contact Connex for complex issues Maintain desktop printer inventory and coordinate toner ordering Request suite and building maintenance as needed Document Management & Project Support Assist with project closings, including: Preparing and organizing documents for signature and notarization Routing executed documents to their final destination Create and modify documents as requested by office staff Archive and retrieve archived materials; manage archiving supplies Perform closing duties daily New Hire Support Coordinate new hire setup, including workspace preparation, access provisioning, and supply setup Qualifications: 2+ years of administrative, office coordination, or front desk experience preferred. Strong organizational skills with the ability to manage multiple priorities. Excellent verbal and written communication skills. Professional, friendly, and service-oriented demeanor. Proficiency with Microsoft Office Suite; comfort with office technology and printers. Ability to maintain confidentiality and handle sensitive information. Notary certification a plus (or willingness to obtain). Experience with real estate operations is a plus but not required. Equal Opportunity Employer Statement We are an equal opportunity employer and are committed to fostering a diverse and inclusive workplace. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other legally protected status. Reasonable Accommodation If you require a reasonable accommodation to complete any part of the application process or to perform the essential functions of the position, please contact us and let us know the nature of your request. Recruitment Fraud Notice Please be aware of recruitment scams. We will never request personal financial information or payment at any stage of the hiring process. All legitimate communication will come from an official company email address.