Administrative Assistant

Job Title: Facility Coordinator/Administrative (Reception & Executive Support)

Duration: 6 months contract with the possibility of extension based on performance and business needs.

Location: Westerville, OH (Global HQ)- Onsite position

Reporting Structure: Reports directly to the Executive Assistant to the CEO, with strong day-to-day alignment to the Facilities team.

Position Summary:

The Facility Coordinator serves as the first point of contact at headquarters and is responsible for delivering a professional, welcoming, and highly functional workplace environment. This role combines front desk reception, office services, and facilities coordination, while also providing administrative support to Executive Assistants and leadership.

Reception & Front-of-House Operations

• Serve as the primary point of contact for employees, visitors, and vendors
• Manage visitor registration, badging, and security protocols
• Answer and direct incoming calls, emails, and inquiries
• Maintain lobby and reception area
• Receive and manage mail, packages, and deliveries

Facilities Coordination

• Create and manage work orders for maintenance and repairs
• Coordinate vendor and contractor access
• Support seating assignments and documentation
• Monitor and restock supplies
• Assist with office moves and reconfigurations
• Submit Purchase Requisitions for approval, as needed, to facilitate completion of work orders and repairs.

Executive & Administrative Support

• Support C-Suite Executive Assistants
• Coordinate meetings, room setup, and catering
• Assist with leadership visits and events
• Maintain confidentiality and professionalism

Vendor & Service Coordination

• Coordinate vendors and service providers
• Support contractor onboarding and scheduling
• Track service requests to completion

Preferred Qualifications

• Experience supporting executives
• Experience with facilities or vendor coordination
• Familiarity with workplace tools (Outlook, Excel, Teams)

Qualifications

• High school diploma or equivalent
• 2 years of relevant experience
• Strong customer service and organizational skills