Administrative Support Specialist

Job Description

Job Description

The Administrative Support Specialist provides front-line administrative and clerical support for the office, serving as the first point of contact for visitors and callers, supporting Human Resources recordkeeping, managing office supply ordering and office support services, and providing backup coverage for Shipping and Production Scheduling functions as needed. This role requires strong organizational skills, attention to detail, and the flexibility to shift between front-desk, HR, and operational support duties.

Key Responsibilities

● Serve as the first point of contact for the office, greeting visitors and managing incoming calls, correspondence, and general inquiries with a professional, customer-focused approach.

● Perform day-to-day administrative tasks such as data entry, recordkeeping, inventory tracking, and maintaining office systems and equipment (e.g., employee scanning tablets).

● Support Human Resources with employee file maintenance, compliance tracking (including I-9 and OSHA recordkeeping), pre-employment processes such as background checks and drug screenings, and new hire onboarding tasks like badge setup.

● Provide administrative support for shipping functions.

● Order office supplies and coordinate with office support service providers, such as janitorial and landscaping vendors.

● Provide backup coverage for production scheduling, including preparing job packets and maintaining the production schedule.

● Flex across administrative, HR, shipping, and scheduling functions as business needs require, maintaining accuracy and continuity of operations.

Qualifications

● Excellent customer service skills with both internal and external customers.

● Ability to communicate effectively, both verbally and in writing.

● Detail-oriented and accurate.

● Strong organizational and solid problem-solving skills.

● Ability to work independently and in a team-oriented environment.

● Proficient typing skills to properly document dictation and update systems.

● Shipping experience a plus.