Office Manager/Administrative Assistant

Administrative Assistant / Receptionist

Position Summary:

The Administrative Assistant / Receptionist serves as the first point of contact for visitors, customers, vendors, and employees while providing administrative, executive support, purchasing support, and office operations support. This role plays a critical role in ensuring the office, leadership team, and operational functions run efficiently and professionally.

Essential Duties and Responsibilities:

Front Desk & Customer Service:
Greet and assist visitors, customers, vendors, and applicants in a professional and friendly manner.
Answer, screen, and direct incoming phone calls.
Manage general email inquiries and route messages to the appropriate departments.
Maintain a welcoming, organized, and professional front office environment.
Coordinate visitor check-ins and assist with meeting preparation.

Administrative Support:

Provide administrative support to management and various departments.
Maintain digital records, files, and company documents.
Assist with data entry, reporting, and document preparation.
Support onboarding activities and new hire administrative tasks as needed.
Schedule meetings, appointments, and conference rooms.

Executive Support:
Prepare, process, and reconcile expense reports for senior leadership.
Assist leadership with scheduling, travel arrangements, meeting coordination, and administrative projects as needed.
Maintain confidentiality while handling sensitive company and employee information.
Support executive team members with various administrative tasks and special projects.

Purchasing & Receiving Support:
Assist Operations with purchasing activities, including obtaining quotes, placing orders, and tracking deliveries.
Receive and verify incoming shipments and deliveries.
Coordinate with vendors regarding orders, discrepancies, and delivery schedules.
Maintain accurate records of purchases, receipts, and supporting documentation.
Assist with inventory tracking and supply management for office and operational needs.
Partner with Operations to ensure timely procurement of materials, supplies, and equipment.

Office Operations:
Monitor and replenish office, breakroom, and restroom supplies.
Coordinate office supply orders and maintain inventory levels.
Assist with mail distribution, shipping, and package handling.
Track receipts and maintain organized records for office purchases.
Coordinate food orders and meeting logistics for company events and meetings.
Run occasional local errands and maintain mileage documentation when required.

Facility Support:
Assist in maintaining clean, organized, and presentable office, lobby, conference rooms, breakrooms, and common areas.
Perform daily office readiness tasks, including stocking refreshments, coffee stations, and visitor areas.
Coordinate with vendors and service providers as needed.

General Support:
Assist with special projects and company initiatives.
Support team members with administrative needs while maintaining confidentiality and professionalism.
Perform other duties as assigned.

Qualifications:
High school diploma preferred.
Previous receptionist, administrative assistant, customer service, or office support experience preferred.
Strong verbal and written communication skills.
Excellent organizational and multitasking abilities.
Proficiency with Microsoft Office, Google Workspace, and general office technology.
Ability to maintain confidentiality and exercise good judgment.
Positive attitude, strong work ethic, and willingness to support a team environment.
Must enjoy creating a welcoming environment and take pride in keeping the office organized, stocked, and operating efficiently.