Administrative Specialist

Providence Staffing is seeking a professional, organized, and customer-focused Admin Support Specialist to provide receptionist, mail management, file management, and general administrative support services for our client. This position plays a critical role in maintaining efficient office operations while serving as a key point of contact for internal staff, visitors, and external partners.

The ideal candidate will possess strong communication skills, excellent organizational abilities, and the capacity to manage multiple responsibilities in a fast-paced professional environment.

Key Responsibilities

• Serve as the front desk receptionist and primary point of contact for visitors, clients, and staff.
• Answer and direct incoming phone calls, emails, and other communications professionally and efficiently.
• Manage incoming and outgoing mail, packages, and shipping activities.
• Collect, sort, distribute, and track incoming mail and deliveries.
• Maintain records of mailing dates, package tracking, and other required correspondence documentation.
• Coordinate shipping and mailing of letters, packages, and official materials.
• Manage calendars, schedule meetings and appointments, and assist with visitor coordination for high-level guests.
• Prepare, create, and distribute correspondence, reports, memorandums, and other office documents.
• Perform general administrative support duties, including data entry, filing, records management, and customer service.
• Assist with setup, organization, and upkeep of conference rooms and training rooms.
• Maintain the receptionist and common office areas in a professional and organized manner.
• Support daily office operations while managing multiple priorities and deadlines effectively.

Qualifications

• 13 years of experience in a professional office environment as an administrative assistant, receptionist, or related support role.
• Experience handling phone systems, email correspondence, and office communications.
• Experience managing mail distribution, shipping, and package tracking.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Professional customer service and interpersonal skills.
• Proficiency with Microsoft Office Suite and general office equipment.
• Ability to maintain accurate records and filing systems.
• Experience setting up conference rooms and training spaces preferred.
• Physical ability to move and organize files and file boxes as needed.
• High School Diploma required; additional education or certifications preferred.

Why Join?

• Professional and collaborative work environment
• Opportunity to support mission-driven operations
• Diverse administrative and customer service responsibilities
• Growth and development opportunities within a dynamic organization