Administrative Assistant

Job Description

Job Description

Description:
The Administrative Assistant provides administrative and clerical support to company.
This position serves as a key point of contact for employees, visitors, contractors, and vendors while ensuring efficient day-to-day office operations.
Responsibilities include reception duties, meeting coordination, office support, purchasing, expense reporting, mail distribution, and administrative support for both office and field personnel. The ideal candidate is highly organized, customer-service oriented, capable of managing multiple priorities, and able to maintain confidentiality while working in a fast-paced environment.

Essential Duties and Responsibilities:
Reception and Visitor Management
Answer and direct incoming phone calls in a professional and courteous manner.
Greet visitors, contractors, and vendors and ensure compliance with site visitor procedures
Coordinate visitor access and notify employees of arriving guests.
Maintain reception and common areas in a professional manner

Meeting and Event Coordination:
Schedule meetings, conference rooms, and office resources.
Update Conference Room Calendars Daily
Coordinate meeting logistics, including room setup, audiovisual equipment and catering.
Order lunches for meetings and special events.
Assist with setup and cleanup before and after meetings and events.
Support employee engagement activities and company functions as needed.

Administrative Support:
Provide administrative support to management and other personnel.
Prepare, format, edit, and distribute correspondence, reports, presentations, and other business documents
Assist with copies
Support administrative projects and special assignments as requested.

Office Operations:
Order and maintain office supplies, breakroom supplies, and other operational materials.
Monitor inventory levels and coordinate replenishment as needed.
Coordinate deliveries, shipments, and mail distribution.
Serve as a point of contact for vendors and service providers.
Assist with workspace moves and office organization activities.
Prepare and process expense reports.
Maintain accurate records and supporting documentation
Coordinate with vendors regarding orders and deliveries.

Communication:
Interact professionally with employees, contractors, visitors, and management.
Support both office and field personnel with administrative needs.
Respond to requests in a timely and customer-focused manner.
Coordinate building-related work activities with Edison Management, Maintenance, and Administrative personnel.
Maintain effective working relationships across multiple departments.

Confidentiality and Compliance:
Handle sensitive and confidential information with discretion and professionalism.
Maintain compliance with company policies and procedures.
Protect confidential business and personnel information.

Qualifications: Required:
High school diploma or GED.
Administrative, clerical, receptionist, or office support experience.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
Strong data entry skills with a high level of accuracy and attention to detail.
Strong verbal and written communication skills.
Ability to maintain confidentiality and professionalism.
Ability to organize work and manage multiple priorities simultaneously.

Preferred:
Experience supporting industrial, construction, energy, manufacturing, or operational
environments.
Experience, expense reporting, or administrative ticketing systems
Experience with SAP a plus.
Experience coordinating meetings, events, or visitor management activities.

Core Skills and Competencies:
Detail-oriented, accurate, and highly organized.
Strong customer service mindset.
Ability to manage multiple priorities and deadlines.
Strong communication and interpersonal skills.
Professional demeanor and positive attitude.
Team player who collaborates effectively with others.
Self-motivated with the ability to work independently.
Strong problem-solving and decision-making skills.
Adaptable and flexible in a changing work environment.
Dependable and reliable with a strong work ethic.

Working Conditions:
Primarily office-based environment.
Frequent interaction with employees, contractors, vendors, and visitors.
May occasionally assist with site events, meetings, and field support activities.
Ability to sit, stand, walk, lift office supplies, and perform general administrative duties as required.

Comment:
Backfill position.
Local candidates only.

Must Haves: Administrative/reception experience.
Organization and attention to detail.

Communication/customer service skills. Dependable.

Work Schedule: M-F, 7:30 4pm or 7:am 3:30pm.
Duration: Long-term 2+ years.
Interview process: Virtual, possibly 2nd in person.
Looking to move quickly since individual will be leaving next week.