Administrative Specialist

Job details

Domain

Performance and Support

Job field / Job profile

Administrative - Administrative

Job title

Administrative Specialist

Employment type

Permanent

Professional category

Administrative staff

Part time / Full time

Full-time

Job description

The Administrative Specialist serves as a key administrative resource for the organization, ensuring the efficient day-to-day operation of the office while delivering exceptional customer service to employees, visitors, vendors, and business partners. This role is responsible for office administration, facility coordination, employee support, event planning, accounts processing, and light human resources administration.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment. This individual will serve as a trusted resource for administrative and operational support while helping create a positive employee and visitor experience.

Success Factors

The successful candidate will be a proactive, service-oriented professional who takes ownership of office operations, supports a positive and productive workplace environment, builds strong working relationships, and consistently demonstrates reliability, discretion, initiative, and attention to detail.

But what else? (advantages, specificities, etc.)

Minimum Qualifications
• High school diploma or equivalent required; Associate's degree preferred.
• Minimum 3-5 years of administrative, office coordination, or business support experience.
• Experience working in a professional office environment.
• Demonstrated ability to independently manage multiple priorities and deadlines with minimal supervision.
• Experience supporting a small or mid-sized office environment where flexibility and initiative are essential.
• Strong customer service and interpersonal skills.
Preferred Qualifications
• Associate's degree in Business Administration, Human Resources, or related field.
• Experience supporting onboarding activities, employee engagement efforts, or HR administration.
• Experience with purchase orders, invoice processing, and expense reconciliation.
• Experience coordinating meetings, events, and facility-related activities.
• Familiarity with office management systems and databases.
Required Skills & Competencies
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• High degree of professionalism and customer-service orientation.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong problem-solving skills and ability to exercise sound judgment.

Candidate skills & requirements

Office Administration & Reception
• Create and maintain a welcoming, professional office environment that reflects company values and standards.
• Serve as the primary point of contact for office visitors, vendors, and guests.
• Greet visitors, manage visitor sign-in procedures, issue visitor badges, and coordinate visitor access as required.
• Respond to routine inquiries professionally and efficiently.
• Manage conference room scheduling and coordinate meeting logistics.
• Maintain office appearance, organization, and operational readiness.
Administrative Support
• Provide administrative support to the HR & Business Operations Manager and support the overall administration of the office.
• Schedule appointments, meetings, and conference calls as directed.
• Coordinate staff meetings, town halls, and other business events.
• Prepare presentations, spreadsheets, reports, correspondence, and meeting materials.
• Maintain departmental calendars, organizational charts, phone directories, and distribution lists.
• Draft and distribute internal communications, announcements, and reminders.
• Maintain electronic and physical filing systems in accordance with company policies and records retention requirements.
Office Operations & Facilities Coordination
• Order, receive, and distribute office supplies while maintaining appropriate inventory levels and cost controls.
• Maintain office equipment, including copiers and other shared resources.
• Coordinate facility-related issues with building management and service providers.
• Support workplace safety initiatives by maintaining emergency contact information, evacuation plans, and routine safety inspections.
• Monitor office maintenance needs and coordinate repairs when necessary.
• Assist in workspace setup and organization for employees and visitors.
Mail, Shipping & Vendor Coordination
• Process incoming and outgoing mail and packages.
• Prepare UPS and other shipments as required.
• Maintain productive relationships with office vendors and service providers.
• Track deliveries, invoices, and office-related service requests.
Financial & Administrative Processing
• Process monthly corporate card reconciliations.
• Create purchase orders and support procurement activities.
• Review and process vendor invoices for payment approval.
• Maintain accurate administrative records and documentation.
• Assist with budget tracking, expense reporting, and invoice management as requested.
Human Resources Support
• Assist with new hire onboarding activities, including preparation of welcome materials and employee packets.
• Coordinate workstation, equipment, badge, and system access requests for new employees.
• Partner with HR and hiring managers to schedule interviews and candidate visits.
• Support employee engagement initiatives, recognition programs, and office events.
• Maintain personnel-related records and documentation in accordance with company policies and confidential

Annual salary

48,000 - 56,000

Job location

Job location

North America, United States, Ohio

City (-ies)

Cincinnati, OH

Applicant criteria

Minimum education level achieved

Associate Degree

Minimum experience level required

More than 3 years

ITAR Controlled Position: Select "Yes" if role requires U.S. citizenship/permanent residency

No