Administrative Assistant

Position Summary The Administrative Assistant provides comprehensive administrative, operational, and facilities support across the organization. This role requires strong communication skills, proficiency with Microsoft Office, and the ability to interface professionally with employees, visitors, and vendors. The position involves proficiency in all Microsoft Office products, including Outlook, Word, Excel, and PowerPoint, and a customer‑service spirit to thrive in teamwork environments. Operational Areas This position owns several critical operational areas, including office upkeep, opening and closing procedures, breakroom and conference room management, supplies management, PPE and gas monitor oversight, fleet vehicle coordination, and front desk attendance on the engineering and design floor, while (may) supporting multiple departments as needed. This position will learn the online/app programs associated with the company travel and fleet vehicles, and will conduct vehicle inspections prior to and after vehicle use. Additional responsibilities include testing and inspecting various safety devices. Essential Job Functions Office Operations & Upkeep Owns daily office opening and closing procedures, ensuring the workspace is prepared, secure, and operational. Maintains breakroom cleanliness and organization, including stocking beverages, snacks, and consumables, and coordinating appliance service. Oversees conference room readiness, including cleanliness, meeting setup, technology checks, and post‑meeting reset. Manages office supplies inventory, including ordering, stocking, and monitoring usage. Maintains tidy shared spaces. Front Desk & Administrative Support Provides consistent front desk coverage for the engineering and design floor, attending to employee requests, answering phones, and directing inquiries. Prepares documents, correspondence, and reports; supports scheduling, filing, and general administrative tasks. Serves as a professional representative of the company, maintaining a courteous demeanor at all times. PPE, Safety Equipment & Gas Monitors Manages PPE inventory, distribution, and replacement cycles. Oversees gas monitor check‑in/check‑out, calibration scheduling, tracking, and maintenance. Supports safety programs, including periodic office safety audits and first‑aid kit upkeep. Fleet Vehicle Coordination Coordinates fleet vehicle scheduling, check‑in/check‑out, mileage logs, and usage tracking. Conducts or coordinates vehicle inspections, maintenance appointments, and emergency kit upkeep. Mail, Shipping & Logistics Prepares mail and packages for shipping and manages incoming deliveries. Coordinates courier services and vendor interactions as needed. Event & Employee Support Assists with planning and executing corporate events. Prepares workspaces for new employees and supports offboarding workspace cleanup. Competencies Core Competencies Professionalism & Communication: Maintains a polished, courteous presence; communicates clearly and effectively. Organization & Time Management: Prioritizes tasks, manages multiple responsibilities, and meets deadlines. Problem Solving: Demonstrates initiative and resourcefulness in resolving issues. Customer Service Orientation: Provides responsive, helpful support to employees and visitors. Reliability & Accountability: Takes ownership of assigned areas and follows through consistently. Role‑Specific Competencies Operational Ownership: Independently manages office upkeep, supplies, PPE, gas monitors, and fleet vehicles. Technical Proficiency: Comfortable with Microsoft Office, administrative systems, and equipment; able to learn company travel and fleet apps. Attention to Detail: Ensures accuracy in documentation, inventory tracking, and workspace readiness. Adaptability: Supports multiple departments and adjusts to shifting priorities. Requirements Minimum Qualifications High school diploma. 2–4 years of administrative or office operations experience preferred. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Ability to lift up to 25 lbs and perform physical tasks associated with office upkeep. Valid driver’s license for fleet vehicle responsibilities. Physical Demands Constant reading, vision use, repetitive motion, and sitting. Occasional standing, walking, grasping, gripping, and handling. Ability to safely drive fleet vehicles (generally, pickup trucks). Travel Requirements Occasional local travel for fleet vehicle service, errands, or office support needs. Summary Compensation for this role is determined based on a variety of factors including each candidate’s relevant experience, industry background, education, and demonstrated skills. We strive to offer competitive and equitable pay that reflects the value each individual brings to our team. Final compensation will be discussed during the interview process and may vary within the posted range. #J-18808-Ljbffr Samuel Engineering, Inc.