Job Description
Position Summary
The Administrative Assistant serves as the first point of contact for guests, vendors, and incoming calls, ensuring a welcoming, organized, and efficient office environment. This role involves greeting visitors, managing phone inquiries, and providing a wide range of administrative support to ensure smooth daily operations. In addition, the Administrative Assistant is responsible for overseeing general office and building maintenance, including coordinating with vendors, tracking supply inventory, and reporting or addressing facility issues as they arise. The ideal candidate will possess strong communication skills, a positive, professional demeanor, and the ability to multitask and adapt in a dynamic, fast-paced environment.
Responsibilities
- Greet and welcome visitors with a professional and friendly approach
- Answer and direct phone calls, address inquiries, and provide information to staff and customers
- Manage incoming and outgoing mail, packages, and deliveries, including processing invoices
- Prepare and fulfill fabric sample requests based on customer orders, ensuring accuracy in samples and quantities
- Maintain office supply inventory, placing orders when necessary to ensure stock levels are sufficient
- Oversee office equipment, ensuring it is in working order and coordinating repairs when needed
- Monitor building and facility needs, including lighting, plumbing, HVAC, and cleanliness; coordinate repairs or maintenance as needed
- Keep the office clean, organized and properly maintained
- Manage vendor relationships, including contracts and service agreements
- Handle miscellaneous projects as required
Requirements
- Positive, friendly, and enthusiastic attitude
- Must have a minimum of 2 years’ demonstrated experience in an administrative or office management role
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Strong verbal and written communication skills
- Excellent organizational skills with the ability to prioritize and multitask effectively
- A proactive, customer service-oriented mindset
- Willingness to take on additional tasks and responsibilities