Job Summary:

We are seeking a reliable, proactive, and professional Front Office Assistant to support the day-to-day administrative operations of our office. This role is the first point of contact for guests and visitors, and plays a key part in creating a welcoming and organized environment. The ideal candidate will demonstrate strong attention to detail, discretion, and the ability to prioritize multiple tasks in a dynamic setting.

Supervisory Responsibilities: No

Duties/Responsibilities:

• Serve as the first point of contact at the front desk; welcome all visitors and guests professionally.
• Maintain a clean, organized, and welcoming lobby and reception area at all times.
• Answer and route incoming phone calls.
• Receive and sort mail and packages, ensuring timely delivery to the appropriate team members.
• Distribute and store correspondence (e.g., letters, emails, and packages)
• Manage office supplies stock and place orders
• Prepare regular reports on expenses and office budgets
• Maintain and update various company spreadsheets (vendors, gifts, purchases, quotes, etc.)
• Organize a filing system for important and confidential company documents
• Answer office-related inquiries, including handling shipping, mail receipt, required services, maintenance queries, or supplies procurement
• Schedule meetings with various vendors to obtain bids for required office or company services (meetings may be in-person or online)
• Prepare reports and presentations with statistical data as assigned
• Arrange travel and accommodations when needed
• Place and manage various orders/gift cards for incentives we may offer
• Coordinate and find various vendors needed for the office
• Submit expense reports for various team members
• Perform light cleaning duties and food handling
• Set up meetings and facilitate their smooth development for the Director of Operations
• Conduct audits as assigned
• Collaborate with marketing to communicate office reminders for meetings, events, lunch notices, and office updates
• Obtain and compare quotes as needed
• Perform other tasks as assigned

Required Skills/Abilities:

• Proven experience as an Office Administrator, Office Assistant, Receptionist or relevant role
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills
• Familiarity with office management procedures and basic accounting principles
• Excellent knowledge of MS Office and office management software (ERP, etc.)
• Qualifications in secretarial studies will be an advantage
• Integrity and professionalism
• Ability to multitask and prioritize tasks
• Proactive problem solver
• Positive attitude and strong work ethic
• Ability to work independently with minimal supervision

Education and Experience:

• High school diploma; additional qualifications in Office Administration are a plus

Physical Requirements:

• Ability to perform light cleaning duties and handle food
• Ability to sit for extended periods and work at a computer
• Ability to lift and carry office supplies and packages up to 20 pounds