Front Office
- Manage the CO office
- Ensure employees and visitors are greeted in a friendly and professional
- Ensure all visitors are electronically sign-in
- Process the conference room reservation requests for internal and external meetings or conferences
- Record, transcribe, and/or distribute minutes of meetings, as necessary
- Send and distribute all mailings received or sent through USPS and FedEx; manage postage and supply inventory for mail
- Coordinate and plan office arrangements for the monthly All-Hands Meeting scheduling and day of support
- Assist and or lead corporate events that are ad hoc or staple company events - e.g. ski day, baseball game, summer picnic, holiday party
- Manage and distribute corporate communications mailers
- Order and set up monthly company breakfast or luncheons or as requested
- Maintain cleanliness of all office kitchen and general office spaces
- Make coffee daily and as needed
- Load/unload dishwasher
- Fill snack baskets
- Purchase and record inventory of snacks and office supplies; maintain appropriate inventory levels
- Coordinate and execute annual office holiday decorations
- Manage/coordinate the holiday card process
- Create and send weekly communications/events email
- Arrange housing as needed for field crews, as needed assist with travel
- Assist staff with reports e.g., printing, binding, CD printing, etc
- Liaise with internal staff at all levels
Onboarding/HR Support
- Distribute new hire swag to all new employees
- Manage the online company store, add/remove inventory items and quantities, and assist with AP/AR reconciliation
- Order and distribute t-shirts and coats for field staff
- Set up and maintain a wall-cleaning schedule for conference rooms
- Purchase and record inventory of bathroom supplies; maintain appropriate inventory levels
Senior Leadership
- Provide administrative support, as needed
Skills/Qualifications: Excellent communication, organizational, and problem-solving skills, attention to detail and accuracy, solid judgment, and decision-making ability, takes initiative and is adaptable.
Physical Requirements: At a minimum candidates must, be able to meet the following physical requirements.
- Sit for long periods of time.
- Ability to use stairs without assistance.
- Requires sufficient mobility to be physically active or required to stand for long periods.
- Ability to occasionally bend, stoop, crouch, stretch or twist.
- Ability to safely lift, push, pull or carry up to 25 pounds.
- Ability to engage in and follow audible communications in an emergency.
- Vision sufficient to read computer screens, printed documents, and to operate assigned equipment.
Education and Experience:
- High school diploma or GED.
- This position requires at least one year’s experience providing administrative support. Knowledge of standard office administrative practices and procedures.
- Computer skills and working knowledge of relevant software such as MS Office Suite.
- Must be able to obtain Public Notary.
- Must be a U.S. citizen.