Job Description

Job Summary:

The Administrative Assistant – Facilities Support plays a key role in creating a clean, organized, and welcoming workplace environment. This service-oriented professional supports daily operations by managing office facilities, supplies, and front office duties, with a strong focus on serving staff needs and enhancing employee experience.

Key Responsibilities:

Office & Facilities Management

• Monitor and maintain office equipment; coordinate repairs and servicing as needed.
• Manage inventory of office and break room supplies; proactively restock to ensure availability.
• Organize and maintain supply storage areas for cleanliness and accessibility.
• Perform light cleaning and tidying of shared spaces between scheduled janitorial services (e.g., wiping surfaces, restocking supplies, emptying recycling trash bins).
• Assemble and set up simple office furniture and equipment.
• Coordinate with vendors for office maintenance, cleaning services, and equipment servicing.

Front Office Operations

• Serve as the first point of contact for visitors and deliveries, ensuring a professional and friendly front office experience.
• Receive and distribute incoming mail, packages, and deliveries.
• Answer and direct phone calls and manage general inquiries with a helpful and courteous attitude.

Meeting & Event Support

• Set up conference rooms for meetings, including arranging furniture, technology, and materials.
• Coordinate meal orders and catering for employee meetings, trainings, and events.
• Maintain cleanliness and readiness of shared spaces such as conference rooms and break areas.

Administrative Support

• Assist with scheduling, calendar management, and meeting coordination.
• Support internal communications related to facilities updates or office procedures.
• Maintain records of supply orders, vendor contracts, and equipment maintenance logs.

Qualifications:

• Proven experience in administrative or facilities support roles.
• Service-minded attitude with a strong focus on supporting staff and enhancing workplace experience.
• Ability to perform light cleaning and basic furniture assembly.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite and basic office equipment.
• Ability to lift and move office supplies and equipment as needed.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance
• Free catered lunches

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