Administrative Assistant/ Project Assistant

POSITION SUMMARY 

The Administrative Assistant provides comprehensive administrative, operational, and facilities support across the organization. This role requires strong communication skills, proficiency with Microsoft Office, and the ability to interface professionally with employees, visitors, and vendors.  This person must be proficient in all Microsoft Office products, including Outlook, Word, Excel, and PowerPoint.  Strong communication skills are essential; this position typically interfaces with employees.  This person must have a customer service spirit and thrive in teamwork environments. 

This position owns several critical operational areas, including office upkeep, opening and closing procedures, breakroom and conference room management, supplies management, PPE and gas monitor oversight, fleet vehicle coordination, and front desk attendance on the engineering and design floor, and may support multiple departments as needed.

This position will learn the online/app programs associated with our company travel and fleet vehicles, as well as how to conduct a vehicle inspection prior to and after checking out a vehicle.  This position will also learn how to test and inspect various safety devices. 

ESSENTIAL JOB FUNCTIONS

Office Operations & Upkeep

• Owns daily office opening and closing procedures, ensuring the workspace is prepared, secure, and operational.
• Maintains breakroom cleanliness and organization, including stocking beverages, snacks, and consumables, and coordinating appliance service.
• Oversees conference room readiness, including cleanliness, meeting setup, technology checks, and post-meeting reset.
• Manages office supplies inventory, including ordering, stocking, and monitoring usage.
• Maintains tidy shared spaces.

Front Desk & Administrative Support

• Provides consistent front desk coverage for the engineering and design floor, attending to employee requests, answering phones, and directing inquiries.
• Prepares documents, correspondence, and reports; supports scheduling, filing, and general administrative tasks.
• Serves as a professional representative of the company, maintaining at all times a  courteous demeanor as an ambassador of the company.

PPE, Safety Equipment & Gas Monitors

• Manages PPE inventory, distribution, and replacement cycles.
• Oversees gas monitor check-in/check-out, calibration scheduling, tracking, and maintenance.
• Supports safety programs, including periodic office safety audits and first-aid kit upkeep.

Fleet Vehicle Coordination

• Coordinates fleet vehicle scheduling, check-in/check-out, mileage logs, and usage tracking.
• Conducts or coordinates vehicle inspections, maintenance appointments, and emergency kit upkeep.

Mail, Shipping & Logistics

• Prepares mail and packages for shipping and manages incoming deliveries.
• Coordinates courier services and vendor interactions as needed.

Event & Employee Support

• Assists with planning and executing corporate events.
• Prepares workspaces for new employees and supports offboarding workspace cleanup, consistent with the original description.

COMPETENCIES

Core Competencies

• Professionalism & Communication: Maintains a polished, courteous presence; communicates clearly and effectively.
• Organization & Time Management: Prioritizes tasks, manages multiple responsibilities, and meets deadlines.
• Problem Solving: Demonstrates initiative and resourcefulness in resolving issues.
• Customer Service Orientation: Provides responsive, helpful support to employees and visitors.
• Reliability & Accountability: Takes ownership of assigned areas and follows through consistently.

Role-Specific Competencies

• Operational Ownership: Independently manages office upkeep, supplies, PPE, gas monitors, and fleet vehicles.
• Technical Proficiency: Comfortable with Microsoft Office, administrative systems, and equipment; able to learn company travel and fleet apps.
• Attention to Detail: Ensures accuracy in documentation, inventory tracking, and workspace readiness.
• Adaptability: Supports multiple departments and adjusts to shifting priorities.