Administrative Assistant

Position Title: Admin Asst

POSITION SUMMARY

We are seeking a highly organized and detail-oriented Administrative Assistant to support daily office operations. This role is essential in ensuring efficient workflow, effective communication and overall administrative support to the Executive Assistant/Office Manager.

ESSENTIAL FUNCTIONS

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• Manage office supply inventory, ensuring items are stocked and available as needed.
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• Order/distribute office supplies for departments when requested
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• Stay in communication with our maintenance person on day-to-day facility needs
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• Answer and direct phone calls, emails and other correspondence in a professional manner
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• Maintain organized filing systems (both digital and physical)
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• Keep up to date contracts with our vendors
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• Create/Submit requisitions for all Facility Orders/Invoices
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• Serve as a front desk back up coverage when receptionist is on PTO or sick.
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• Supervise custodial services, including day porter and night cleaning, ensuring cleanliness standards are consistently met.
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• Stock board room/executive offices with water and coffee
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• Track and document employee vehicle registrations to maintain parking compliance.
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• Coordinate and be the point in contact with our vendors
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• Work with HR on monthly celebrations/decorate facility for upcoming holidays
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• Address issues related to cleanliness, safety, and pest control in a timely and effective manner.
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• Follow all health, safety, and security protocols; report unsafe conditions and use materials and equipment appropriately.
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• Perform additional duties as assigned to support the Executive Assistant/Office Manager and overall organizational operations.
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• Printing/forms administration
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• Bank location vendor coordination
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• Coordinate facility issues and vendors in Ohio as needed
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SKILLS

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• Strong administrative writing, reporting, scheduling, and organizational skills, with excellent time management and presentation abilities.
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• Proficient in Microsoft Office Suite.
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• Exceptional organizational skills and ability to manage time effectively.
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• High attention to detail and strong problem-solving skills.
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• Ability to interpret and follow various types of instructions, including written, verbal, diagrammatic, or scheduled formats.
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• Previous receptionist experience
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ATTRIBUTES

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• Problem Solving - gathers and analyzes information skillfully.
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• Interpersonal - Maintains confidentiality.
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• Oral Communication - Speaks clearly and persuasively in positive or negative situations.
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• Team Work - Gives and welcomes feedback; Contributes to building a positive team spirit.
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• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.
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• Organizational Support - Completes administrative tasks correctly and on time; Supports organization's goals and values.
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• Adaptability - Able to deal with frequent change, delays, or unexpected events.
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• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.
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• Professionalism - Treats others with respect and consideration
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EDUCATION/EXPERIENCE

Associates or Bachelor’s degree preferred.

PHYSICAL REQUIREMENTS

Must occasionally lift and/or move up to 40 pounds

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

NOTE: This job description is not intended to be all-inclusive.