Admin Assistant

Job Title: Office Administrator

Department: Administration

Reports To: Vice President of Operations

FLSA Status: Non-exempt

Updated: October 2026

SUMMARY

Provide administrative and reception support to North American Headquarters and others as necessary. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Act as primary receptionist for inbound calls and route to appropriate party, announcing callers as they are transferred and taking messages when necessary.
• Distribute standard mail, email from general phone mailbox, faxes and deliveries. Scan and/or shred documents.
• Located at main entrance to meet and greet all guests, announce/deliver to appropriate party with visitor badges, and provide WiFi access for visitors . 
• Organize various aspects of corporate events, activities, meetings, and/or training. Tasks include coordinating the organization of event logistics including travel, hotel, equipment, meals, entertainment, and production of training materials and/or meeting minutes outside sales meetings.
• Ensure meeting rooms and kitchen common areas are clean and ready for meetings, trainings, or guests.
• Monitor, order, and distribute all office and kitchen/snack supplies weekly, paying special attention to the calendar for additional supplies required for incoming visitors.
• Maintains supply stock rooms, ensuring supplies are accessible and, when appropriate secured. 
• Coordinate, travel arrangements for staff/guests, and other employees .
• Update and publish all telephone, representative, and email address lists as necessary. Note TV presentations
• Print Product Manuals. 
• Produce Reports including Daily Bookings Report, Daily Inventory Report, and others.
• Scan and digitize documents and store electronically.
• Support Operations, Finance, and other departments with various administrative tasks.
• Support Human Resources by executing compliance reports, performing recruitment tasks, and others.
• Other duties as assigned.
• Ensure compliance with all position specific policies and procedures at all times
• Update/maintain Pitney Bowes postage machine
• Monitor, order and store toner for printers
• Maintain confidentiality and discretion at all times
• Water plants

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Proven ability to work independently, manage daily routine responsibilities reliably, and exercise strong self-direction without requiring constant supervision is essential. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

Training in business office procedures and proficiency in business software to include all Microsoft Office products is essential. Willingness to train in new software and systems is essential in an ever-changing environment. Two to five years of experience in an Administrative Assistant or Office Administrator role. A dependable, customer-centric approach, strong self-motivation, and exceptional attention to detail are essential. Proven confidentiality and discretion are necessary. 

Communication Skills: Strong communication skills and teamwork are required for this position since this individual will interact directly with departments inside and occasionally outside the organization and with numerous levels of management. This individual will also be responsible for reading and interpreting documents such as safety rules, operating instructions, and work instructions. Individual will be required to write emails. All correspondence, communication, and work instructions (both verbal and written) will be in English. The successful person must be capable of clearly understanding and interpreting into action these directions.

• Mathematical Skills: Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations is required.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written or oral form is required. Ability to prioritize daily tasks independently and maintain consistent productivity in a stable work environment.
• Computer Skills: Experience and familiarity with MS Office, especially MS Excel, is required. Ability to learn and utilize ERP system is necessary for success.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand and walk; sit; use hands; reach with hands and arms; climb, bend or balance; talk and hear. Attention to detail and patience to perform routine tasks consistently are frequently required. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, color perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually minimal.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. The above is not intended is not intended to be an exhaustive list of all responsibilities and duties required. 

*External and internal applicants, as well as position incumbents who became disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with assistance of a reasonable accommodation to be determined by management on a case by case basis.

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