Corporate Administrative Assistant

Job Description

Job Description

Corporate Administrative Assistant

Long Term Temporary (6 months+, could go longer)

Pay: $23.00 - $26.00p per hour

Summary:
The Office Assistant serves as the primary administrative and office support resource for the Houston facility. This role is responsible for creating a professional and welcoming environment for employees, customers, vendors, and visitors while providing administrative, facilities, event coordination, travel support, and general operational assistance across multiple departments. This position functions as a key resource for a wide variety of administrative and tactical responsibilities that help ensure the efficient operation of the office and site. The ideal candidate is highly organized, customer-focused, technologically proficient, and capable of managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities:
Reception and Front Office Support 

• Serve as the primary point of contact for visitors, customers, vendors, and employees.
• Welcome guests and ensure a professional visitor experience. · Answer, screen, and direct incoming phone calls. 
• Manage visitor check-in processes and maintain visitor logs. 
• Coordinate visitor access and open facility gates as required. 
• Receive, sort, and distribute incoming mail, packages, and deliveries. 
• Maintain reception and common areas in a clean and professional manner

Office and Facilities Administration 

• Coordinate office supply purchases and maintain appropriate inventory levels. 
• Order and manage food, beverages, and breakroom supplies. 
• Support conference room scheduling and meeting preparations. 
• Set up rooms and catering for meetings, training sessions, and special events. 
• Coordinate vendor services related to office operations and facilities. 
• Assist with facility maintenance requests and building-related needs. 
• Support site-wide housekeeping and workplace organization initiatives. 

Employee Engagement and Event Coordination 

• Plan and coordinate onsite employee events, celebrations, recognition activities, and engagement programs. 
• Assist with company meetings, lunch-and-learns, customer visits, holiday functions, and community involvement activities.
• Coordinate logistics, catering, communications, and vendor support for events. 
• Maintain event calendars and support event budgeting and purchasing activities. 

Travel and Visitor Coordination 

• Coordinate hotel reservations, ground transportation, and other travel arrangements for visitors and guests.
• Schedule rides, airport transportation, and local transportation services as needed. 
• Support employee travel logistics as requested. 
• Prepare visitor itineraries and coordinate facility tour schedules. 

Administrative and Cross-Functional Support 

• Provide general administrative support to multiple departments, including Operations, Sales, HR, Finance, and Leadership. 
• Assist with document preparation, data entry, presentations, reports, and correspondence. 
• Maintain electronic and paper filing systems. 
• Support invoice processing, purchasing requests, and expense documentation as assigned. 
• Assist with onboarding logistics and new employee support activities. 
• Support special projects and initiatives across the organization. 
• Perform other duties and responsibilities as assigned. 

Education and Experience:

• Associate degree preferred or an equivalent combination of education and experience. 
• Three or more years of administrative, office coordination, receptionist, or office management experience preferred.
• Experience supporting a manufacturing, industrial, engineering, or corporate office environment preferred

Required Skills and Competencies:

• Strong customer service and interpersonal skills. 
• Excellent written and verbal communication skills. 
• Highly organized with strong attention to detail. 
• Ability to manage multiple priorities and work independently. 
• Strong problem-solving and follow-through capabilities. 
• Demonstrated professionalism and discretion when handling confidential information. 
• Ability to interact effectively with employees, customers, vendors, and senior leadership. 

Technology Requirements:

• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, and Teams. 
• Comfortable learning and utilizing ERP, HRIS, purchasing, visitor management, and other business systems. 
• Ability to leverage technology to improve efficiency and organization.
• Strong aptitude for learning new software, systems, and digital tools