Administrative Assistant

We are seeking a proactive, detail-oriented, and highly organized Office Administrative Assistant to join our dynamic team. This role is crucial to ensuring smooth day-to-day office operations, supporting staff, coordinating communications, and maintaining a welcoming, efficient work environment. The ideal candidate is a strong multitasker with excellent communication skills and a passion for administrative excellence.

KEY RESPONSIBILITIES

Office Management

• Maintain office supplies inventory and place orders as necessary
• Water Plants
• Greet visitors and manage front desk duties
• Set up small parcel shipments DHL, FedEx, UPS

Administrative Support

• Schedule and coordinate meetings, appointments, and travel arrangements
• Prepare and edit documents, reports, memos, and correspondence
• Prepare internal part labels
• Maintain organized digital and paper filing systems, (work orders, travelers, shipping documentation)
• Data Entry
• Provide vacation coverage for order entry associates
• Support members of the operations team with routine tasks, and special projects as needed.
• Assist with onboarding new hires (welcome them and get them to the correct place for onboarding)

Internal Communications

• Disseminate internal announcements and updates
• Support planning and execution of staff events, meetings, and catering

Records & Data Management

• Maintain accurate employee and vendor records
• Input and update data into internal systems and spreadsheets
• Handle confidential information with discretion and professionalism

Special Projects

• Assist with research, reporting, and documentation for internal initiatives
• Support budget tracking and expense reporting
• Participate in operational process improvements

QUALIFICATIONS

Education

• High school diploma or equivalent required

Experience

• 2+ years of experience in an administrative or office support role

Skills & Competencies

• Excellent verbal and written communication skills
• Strong organizational and time-management abilities
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace
• Ability to handle multiple tasks with a high degree of accuracy
• Discretion with confidential information
• Friendly, professional demeanor and a proactive attitude
• Ability to thrive in a fast paced environment