Administrative Assistant

Position Title: Admin Asst

POSITION SUMMARY

We are seeking a highly organized and detail-oriented Administrative Assistant to support daily office operations. This role is essential in ensuring efficient workflow, effective communication and overall administrative support to the Executive Assistant/Office Manager.

ESSENTIAL FUNCTIONS

• Manage office supply inventory, ensuring items are stocked and available as needed.
• Order/distribute office supplies for departments when requested 
• Stay in communication with our maintenance person on day-to-day facility needs 
• Answer and direct phone calls, emails and other correspondence in a professional manner
• Maintain organized filing systems (both digital and physical)
• Keep up to date contracts with our vendors
• Create/Submit requisitions for all Facility Orders/Invoices 
• Serve as a front desk back up coverage when receptionist is on PTO or sick.
• Supervise custodial services, including day porter and night cleaning, ensuring cleanliness standards are consistently met.
• Stock board room/executive offices with water and coffee 
• Track and document employee vehicle registrations to maintain parking compliance.
• Coordinate and be the point in contact with our vendors
• Work with HR on monthly celebrations/decorate facility for upcoming holidays
• Address issues related to cleanliness, safety, and pest control in a timely and effective manner.
• Follow all health, safety, and security protocols; report unsafe conditions and use materials and equipment appropriately.
• Perform additional duties as assigned to support the Executive Assistant/Office Manager and overall organizational operations.
• Printing/forms administration
• Bank location vendor coordination
• Coordinate facility issues and vendors in Ohio as needed

SKILLS

• Strong administrative writing, reporting, scheduling, and organizational skills, with excellent time management and presentation abilities.
• Proficient in Microsoft Office Suite.
• Exceptional organizational skills and ability to manage time effectively.
• High attention to detail and strong problem-solving skills.
• Ability to interpret and follow various types of instructions, including written, verbal, diagrammatic, or scheduled formats.
• Previous receptionist experience

ATTRIBUTES

• Problem Solving - gathers and analyzes information skillfully.
• Interpersonal - Maintains confidentiality.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations.
• Team Work - Gives and welcomes feedback; Contributes to building a positive team spirit.
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.
• Organizational Support - Completes administrative tasks correctly and on time; Supports organization's goals and values.
• Adaptability - Able to deal with frequent change, delays, or unexpected events.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.
• Professionalism - Treats others with respect and consideration

EDUCATION/EXPERIENCE

Associates or Bachelor’s degree preferred.

PHYSICAL REQUIREMENTS

Must occasionally lift and/or move up to 40 pounds

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

NOTE: This job description is not intended to be all-inclusive.