Administrative Specialist

Act as a primary contact for office communications by welcoming visitors, responding to phone calls, and assisting with internal and external inquiries. Responsibilities Coordinate logistics for off-site employee, customer, and supplier visits, including: Developing visit schedules and agendas Managing building access and visitor reception Organizing meeting materials and refreshments Coordinating lunch and dinner arrangements Working with Facilities and Engineering teams to schedule tours and ensure areas are visitor‑ready Overseeing the front desk student assistant Managing visitor registration and sign‑in procedures Create, edit, and distribute reports, presentations, and business documents while maintaining a high level of accuracy and meeting deadlines. Assist with Facility and Engineering financial administration, including: Purchase order creation and tracking Invoice processing, tracking, and approval I-Accounting invoice reconciliation Corporate credit card expense reconciliation Manage scheduling activities by coordinating appointments, maintaining calendars, and minimizing scheduling conflicts. Arrange domestic and international travel for the President and Vice Presidents, including transportation, lodging, and flight reservations. Oversee general office operations by maintaining office supplies, coordinating equipment needs (including copiers), and managing incoming and outgoing mail for HMTC1 and HMTC2. Utilize Microsoft Office applications, particularly PowerPoint, Excel, and Word, to prepare presentations and support business documentation. Qualifications Associate's Degree in Business Administration or a related discipline. Required Skills Strong verbal and written communication skills with the ability to interact professionally with employees, customers, and suppliers. Proven ability to organize multiple priorities, manage competing deadlines, and drive assignments through completion. Professional demeanor and presentation when interacting with visitors, customers, and business partners. #J-18808-Ljbffr