What are the responsibilities and job description for the Office Assistant position at PTS Advance?
Office Assistant (Administrative & Facilities Support)
📍 Location: Chattanooga, TN
🕒 Full-Time | On-Site
We are seeking a highly organized and proactive Office Assistant to support daily office operations and provide high-level administrative support to leadership. This role is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in maintaining an efficient and welcoming workplace.
Key Responsibilities
- Provide executive-level administrative support to the Office Manager, including calendar management, scheduling, and coordinating high-volume meetings and events
- Plan, coordinate, and facilitate on-site and off-site meetings, including client meetings, trainings, and internal events
- Manage office operations such as vendor coordination, facility requests, and office supply inventory
- Maintain office organization, including reception area, conference rooms, and kitchenette
- Greet guests and handle incoming calls, directing inquiries appropriately
- Support Project Managers with administrative tasks such as purchase orders, schedule tracking, and budget coordination
- Coordinate travel arrangements and prepare detailed itineraries
- Prepare correspondence, meeting agendas, minutes, reports, and presentations
- Assist with financial tracking, reporting, and data analysis using Excel and Power BI
- Maintain organizational charts and seating plans
- Process invoices and monitor office-related expenditures
- Support onboarding and offboarding activities in coordination with HR
- Manage office access, badging, and general security coordination
- Serve as a key point of contact for office communications, mail, and vendor interactions
Qualifications
- High School Diploma or GED required
- Minimum of 4 years of office or administrative experience
- Advanced proficiency in Microsoft Word, Excel, and PowerPoint
- Strong organizational skills with excellent attention to detail
- Ability to manage multiple priorities and meet deadlines independently
- Excellent verbal and written communication skills
- Professional demeanor with the ability to interact across all levels of an organization
- High level of discretion and ability to handle confidential information
- Strong time management and problem-solving skills
- Reliable, punctual, and a collaborative team player
Additional Requirements
- Must be legally authorized to work in the U.S. without sponsorship
Why Join Us?
- Collaborative and professional work environment
- Opportunity to play a key role in office operations and leadership support
- Exposure to a variety of administrative, operational, and project-based tasks