Administrative Assistant

SHINING 3D DENTAL:

Shining 3D Dental has immediate openings on our technical support team. Shining 3D Technology sells a complete suite of dental digital workflow products. The portfolio includes Aoralscan IO Scanners, MetiSmile Facial Scanners, AccuFab Printers, Wash, Cure, Resins and AutoScan desktop scanners. We are changing dentistry from analog to digital and making our products available through dental supply dealers.

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support the daily operations of our Tampa office. This role is responsible for office administration, travel coordination, purchasing, vendor management, expense administration, employee support, and general operational coordination. You will work closely with cross-functional teams in the U.S. and headquarters to ensure efficient office operations and provide administrative support across the organization.

Key Responsibilities:

Office Administration & Facilities

• Manage the day-to-day operations of the Tampa office to ensure an organized and efficient work environment.
• Coordinate office supplies, facilities maintenance, workspace organization, and office equipment.
• Communicate with property management and external service providers regarding office-related matters.
• Maintain a safe, clean, and well-functioning office environment.

Purchasing, Travel & Administrative Support

• Coordinate purchasing requests and communicate with vendors to obtain quotations and arrange services.
• Manage business travel, hotel reservations, and employee accommodations.
• Review and process employee expense reimbursements and coordinate with Finance regarding payments.
• Provide general administrative support for day-to-day business operations.

Operations, Logistics & Event Coordination

• Support warehouse and logistics activities, including inventory coordination, inbound and outbound shipments, and equipment transportation.
• Coordinate logistics for trade shows, customer training sessions, sales meetings, and other company events.
• Arrange accommodations, catering, equipment preparation, and on-site event support.

Asset, IT & Employee Support

• Manage company assets, including laptops, mobile phones, and office equipment.
• Support employee onboarding and offboarding by coordinating equipment assignment, account setup, and asset recovery.
• Assist with employee account administration, including Microsoft, Apple, and company mobile services.

Process Improvement & Cross-functional Coordination

• Maintain operational records and reports using Excel, Google Sheets, and other business tools.
• Identify opportunities to improve administrative processes and operational efficiency.
• Collaborate with headquarters and cross-functional teams on purchasing, expense approvals, audits, and operational initiatives.
• Support special projects and other administrative or operational tasks as assigned.

Qualifications

• Bachelor's degree or equivalent work experience.
• 2 years of experience in administrative support, office administration, or operations coordination preferred.
• Strong organizational, interpersonal, and communication skills with the ability to manage multiple priorities.
• Excellent customer service mindset and problem-solving skills.
• Proficient in Microsoft Office and Google Workspace
• Experience coordinating vendors, travel arrangements, and office operations is preferred.
• Detail-oriented, proactive, and able to work independently in a fast-paced environment.