Front Office Administrative Assistant

Description

ABOUT AMBROSE 

We are an industrial and logistics real estate developer helping companies build cutting-edge supply chains through an agile approach without boundaries. As a recognized leader with 100% focus on industrial and logistics real estate development and investment, Ambrose translates trends and insights into opportunities and progress for clients. Through customized solutions, exceptional responsiveness and creative decision-making, we provide simplified experiences delivered with excellence. We are actively looking for other forward-thinking problem-solvers to join our team.

OUR VALUES

· Determination – We are driven and resourceful, motivated to exceed ambitious goals. 

· Excellence – We relentlessly pursue the highest quality experiences and outcomes.

· Creativity – We are A problem solvers, finding possibilities and opportunity when others cannot. 

· Kindness – Honesty, fairness and respect are at the heart of who we are. We value diversity, build authentic relationships and genuinely care.

ABOUT THE ROLE 

Ambrose has an immediate opening for a Front Desk Administrative Assistant. This position is the face of Ambrose and plays a critical role in creating an exceptional in-office experience for our team and guests. This role blends hospitality, office operations, and administrative support to ensure the office runs smoothly while reflecting Ambrose’s culture, professionalism, and attention to detail. As the first point of contact for the organization, you will create a welcoming, organized, and high-touch environment where employees can do their best work and visitors feel immediately welcomed.

 WHAT YOU WILL DO

Office Ambassador & Hospitality

· Serve as the first point of contact for all visitors, creating a warm, professional, and highly hospitable experience.

· Answer incoming calls, greet callers, provide information, and route calls or messages as appropriate.

· Represent Ambrose in all interactions with professionalism, discretion, and attention to detail.

· Build strong relationships with employees, guests, and vendors by fostering a gracious and welcoming office environment.

· Coordinate and communicate with building management and facility-related vendors.

· Maintain a consistently “crisp,” organized, and polished office environment.

· Manage conference rooms and the social hub, including scheduling, setup, and cleanup.

· Order and manage office supplies, beverages, snacks, coffee equipment, and related inventory.

· Arrange catering and meals for meetings, events, and team gatherings.

· Manage mail, deliveries, office errands, and storage organization.

Employee Experience & Culture Support

· Support employee-related events and initiatives, including team gatherings, culture events, gifting, office moves, and setup.

· Prepare for new hires by coordinating office setup, supplies, parking access, building credentials, and technology readiness.

· Partner with internal teams to enhance the in-office experience and support day-to-day needs.

Administrative & Operational Support

· Book and manage travel arrangements as needed.

· Manage Concur expense reporting.

· Notarize documents as requested.

· Draft and manage correspondence, including emails, memos, shipping, and mail.

· Proactively plan, organize, and support meetings, luncheons, and office events.

· Assist the administrative team with special projects and provide backup support as needed.

· Update and maintain reports, systems, data entry, and support rollouts of new tools or modules.

· Serve as the primary point of contact for office IT needs, including conference rooms, Wi-Fi, and basic troubleshooting.

Requirements

WHAT YOU BRING

· Bachelor’s degree is highly desired with at least 2 years of experience in hospitality, office coordination, or administrative support. 

· Highly proficient in MS Word, Excel and PowerPoint

· A hospitality-first mindset with exceptional interpersonal and communication skills.

· High attention to detail with the ability to multi-task in a fast-paced environment.

· Strong organizational skills and proactive, service-oriented approach

· Must have a high attention to detail and a strong ability to multitask in a fast-paced environment.

· This position is in office M-F between the hours of 8AM – 5PM.