Administrative Assistant

Administrative AssistantThe Administrative Assistant supports daily office operations by managing front-desk activities, communications, mail processing, office organization, and internal culture initiatives. This role serves as the first point of contact for visitors, employees, and vendors and plays a key role in maintaining a professional, organized, and welcoming office environment. The position operates under the direction of the HR Manager and provides administrative support across departments as needed.Essential FunctionsTo perform this job successfully, an individual must satisfactorily perform each essential duty. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.Front Desk & Communication SupportPrepare and maintain coffee service in the morning and throughout the day.Answer and screen incoming phone calls with special attention to VIP contacts.Update and maintain the employee in/out board.Monitor the fax and scan folders on the server and distribute documents appropriately.Mail & Shipping OperationsProcess outgoing mail, including preparing packages, recording postage, checking available funds, and posting mail.Drop off FedEx packages at the designated FedEx drop box by 6:00 PM or schedule carrier pickup as needed.Retrieve incoming mail from the mailbox each morning on the way to the office.Open and date-stamp incoming mail (excluding HR-related correspondence) and distribute accordingly.Office Administration & Supply ManagementPurchase and track office and kitchen supplies.Perform monthly inventory checks of office and kitchen supplies.Organize and stock purchased supplies.Maintain Conference Room CalendarPurchase and coordinate our weekly Friday breakfast.Update employee contact information as needed.Maintain overall organization and professional appearance of the office on an ongoing basis.Manage restocking, inventory tracking, and embroidery coordination for CEI shirts.Support new hire onboarding by preparing and distributing technical shirts for new employees.Assist other departments as needed, with manager approval.Equipment & Documentation SupportContact service providers for photocopier maintenance and issues.Scan Certificates of Insurance (COIs) to the company server.Assist with quarterly COI audits as required.Compliance & Administrative SupportProcess and manage vehicle toll violation notices.Perform miscellaneous administrative tasks as assigned.Company Events & Culture SupportParticipate as a member of the Events Committee.Assist with planning, coordinating, and executing internal company events, including:Company AnniversaryEE Appreciation DayHoliday PartyChristmas PotluckPlan and support internal seasonal celebrations and office decorations, including:Valentine's DayPatrick's DaySpring/Summer Seasonal DcorHalloweenChristmasPosition QualificationsSkills:Strong organizational and time-management skillsProfessional phone and interpersonal communication abilitiesAttention to detail and accuracyAbility to multitask and prioritize daily responsibilitiesBasic computer proficiency (email, document scanning, server file organization)Dependable and punctualEducation:An Associate's degree is preferredExperience:13 years of administrative, receptionist, or office support experienceExperience in a professional office environment preferredComputer skills:Minimum computer program skills required Microsoft Suite- Word, Excel, Outlook, PowerPoint, and Adobe AcrobatCertifications / licenses:A valid Florida Driver's licensePhysical DemandsOccasional standing and walkingConstant sittingOccasional lifting and carrying