Executive Administration

Location: Milford, OH 45150

Experience: 4-7 Years

Education: Associate Degree

Pay Rate: $26-$31/hour


Job Description


The Executive Administration position is responsible for independently performing day-to-day administrative and facility management activities while ensuring compliance with company policies, procedures, and operational standards.


A. Administrative Responsibilities

Facility Management


Manage all aspects of facility operations, including but not limited to:

• Security coordination
• Housekeeping services
• Material movement
• Front office management
• Inventory management
• Compliance management
• Landscaping oversight
• General facility maintenance

Cafeteria Management

• Ensure smooth and efficient cafeteria operations through daily monitoring and compliance checks.
• Ensure all required permits and approvals are maintained for uninterrupted operations.

Client and Visitor Management


Coordinate and support client visits and executive meetings, including:

• Receiving clients and visitors.
• Ensuring conference rooms and meeting spaces are prepared and ready.
• Arranging hospitality services in coordination with office leadership and business stakeholders.

Security Administration


Support physical security operations, including:

• Monitoring security and access control systems.
• Reviewing CCTV coverage and reports.
• Managing electronic access permissions, including assigning and revoking access.
• Reconciling access data and generating security reports.
• Ensuring compliance with information security and workplace security policies.

Procurement and Inventory Management

• Procure office supplies and breakroom essentials in a timely manner.
• Monitor inventory levels and ensure regular replenishment of supplies.

Purchasing Functions

• Coordinate procurement activities while adhering to company purchasing policies and procedures.
• Support vendor management, negotiations, purchase requisitions, and payment processing activities.

Audits and Compliance

• Maintain audit readiness and support internal and external audits.
• Ensure compliance with applicable statutory requirements, building regulations, and workplace standards.
• Support compliance with Health, Safety, and Environmental (HSE) guidelines.
• Maintain required HSE records and documentation.
• Conduct fire safety and health and safety briefings and drills as required.

Documentation, Reporting, and Records Management

• Review and submit reports, including daily reports, monthly administration reports, preventive maintenance reports, seat occupancy reports, security drill reports, and other required documentation.
• Maintain and update important operational documents and records in a timely manner.

B. Additional Responsibilities

• Welcome clients, guests, and visitors at the front desk.
• Coordinate travel, transportation, accommodation, and event arrangements for visitors as needed.
• Receive and dispatch packages through FedEx, UPS, DHL, and other courier services.
• Manage incoming and outgoing mail distribution.
• Maintain conference room schedules and ensure meeting spaces are clean and ready for use.
• Order and manage office supplies, pantry items, copier supplies, and related inventory.
• Coordinate maintenance activities and liaise with building management as required.
• Maintain seat occupancy and workspace utilization records.
• Create and process shipping label requests.
• Coordinate internal and external events as requested by leadership.
• Support billing activities and other administrative duties assigned by management.
• Be present onsite during working hours to ensure effective administration of the facility.
• Perform additional administrative responsibilities as assigned.

Required Knowledge

• Basic knowledge of Health, Safety, and Environmental (HSE) guidelines.
• Basic understanding of landscaping management, HVAC systems, fire alarm systems, access control systems, and CCTV operations.

Qualifications

• Associate Degree required.
• 4-7 years of experience in an administrative role supporting a medium-sized facility (100+ employees preferred).
• Excellent written and verbal English communication skills.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Knowledge of office administration and basic procurement processes for office and pantry supplies.
• Strong interpersonal skills with the ability to work effectively in a multicultural environment.
• Excellent organizational, planning, analytical, and problem-solving abilities.
• Demonstrated ability to make sound and timely decisions.
• Self-motivated, proactive, adaptable, and professional.
• Ability to multitask and manage competing priorities.
• Must be accessible by phone for urgent facility-related matters.
• Flexibility to work outside normal business hours when required.

Diverse Lynx LLC is an Equal Employment Opportunity employer. All qualified applicants will receive due consideration for employment without any discrimination. All applicants will be evaluated solely on the basis of their ability, competence and their proven capability to perform the functions outlined in the corresponding role. We promote and support a diverse workforce across all levels in the company.