Office Administration Intern

Position Summary TEC Building Systems is seeking an organized, dependable, and service‑oriented Office Administration Intern to keep our corporate office running smoothly. This role combines front desk reception, office administration, facilities coordination, employee experience, and operational support. You’ll serve as the face of our office while partnering with multiple departments on day‑to‑day administrative and workplace initiatives. This internship is ideal for someone interested in Office Management, Business Administration, Operations, Facilities Management, or Human Resources who wants hands‑on corporate experience. Responsibilities Front Desk and Reception Serve as the first point of contact for employees, clients, vendors, and visitors. Greet guests and create a welcoming, professional first impression. Answer and direct incoming phone calls, emails, and general inquiries. Manage visitor check‑in procedures and employee notifications. Maintain front desk appearance and professionalism at all times. Manage incoming and outgoing mail, UPS/FedEx shipments, and office deliveries. Assist employees with general office requests. Office Administration and Facilities Management Maintain a clean, organized, and professional office environment. Conduct daily walkthroughs to ensure conference rooms, kitchens, copy rooms, and common spaces are presentable. Coordinate conference room scheduling and reset rooms between meetings. Prepare meeting rooms with refreshments, supplies, and presentation materials. Prepare desks and workstations for new hires, including monitors, office supplies, welcome gifts, and seating assignments. Assist with employee desk moves and office reconfigurations. Create and maintain office seating charts. Manage office décor and seasonal decorations. Order, organize, and maintain office supplies. Perform monthly inventory of office supplies and standardize inventory processes. Check in monthly with employees to determine office supply needs (paper, pens, tissues, wipes, etc.). Coordinate furniture deliveries, installations, and office cleanup projects. Organize storage rooms, supply closets, and filing areas. Ensure printers, copiers, and office equipment are stocked and operational. Building and Vendor Coordination Serve as the primary liaison with building management. Submit and track building maintenance requests. Coordinate with janitorial staff and building vendors. Administer office parking passes and parking database. Coordinate office repairs and preventative maintenance. Manage relationships with office supply vendors and service providers. Kitchen, Pantry and Workplace Experience Keep kitchens and breakrooms clean, organized, and fully stocked. Maintain the espresso machine and coffee stations. Order groceries, beverages, snacks, and pantry supplies. Stock vending machines and refrigerators. Coordinate catered lunches and employee meals. Set up and clean up food for meetings and company events. Events and Employee Experience Coordinate company lunches, Town Halls, volunteer events, holiday parties, and summer outings. Assist with event logistics, vendor coordination, catering, and room setup. Maintain TEC branded swag inventory. Coordinate employee gifts, anniversary gifts, birthdays, and welcome kits. Communications Draft office‑wide announcements and operational communications. Maintain the MyTEC SharePoint site. Communicate office updates, maintenance notices, and employee reminders. Cross‑Department Administrative Projects When front desk responsibilities are slow, this intern will support departments across the company with administrative projects based on business needs. Supporting Sales with proposal formatting, CRM cleanup, mailing campaigns, and presentation preparation. Helping Project Management track project milestones, organize files, and update spreadsheets. Assisting HR with onboarding materials, employee files, recruiting coordination, interview scheduling, and employee events. Supporting Finance with document scanning, filing, expense reconciliation, and vendor records. Assisting Marketing with social media posts, branded materials, event preparation, website updates, and promotional items. Helping executives with calendar management, research projects, presentations, meeting preparation, and administrative support. Supporting special company initiatives, process improvement projects, and cross‑functional administrative tasks as needed. Qualifications Currently pursuing or recently completed a degree in Business Administration, Operations, Hospitality, Communications, or a related field. Excellent customer service and communication skills. Highly organized with exceptional attention to detail. Comfortable multitasking and working in a fast‑paced environment. Strong Microsoft Office skills (Outlook, Word, Excel, PowerPoint). Self‑starter with a positive attitude and willingness to jump in wherever needed. Professional demeanor with strong interpersonal skills. Ability to lift up to 25 pounds when stocking office supplies or preparing meeting spaces. What You’ll Gain Corporate Office Administration experience Facilities & Workplace Operations experience Vendor & Building Management experience Executive & Administrative Support Event Planning & Employee Experience Cross‑functional exposure to HR, Finance, Engineering, Sales, Marketing, and additional business functions. Project coordination and business operations experience. #J-18808-Ljbffr