Administrative Associate - Facilities

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