Office Associate

OverviewPersistent Systems is a growing business that develops Mobile Ad hoc Networking (MANET) wireless radio systems for Government and commercial applications. The radios are typically worn on the person, mounted to manned vehicles, integrated into autonomous unmanned vehicles, or installed at fixed sites. The systems provide on-the-move data, voice, video, and situational awareness capability. Located in the heart of New York City, Persistent Systems is an exciting company that is passionate about delivering cutting edge products.ResponsibilitiesPersistent Systems is seeking a dependable, proactive Office Associate to provide company-wide administrative support from our Pinehurst, NC office. As the front-desk representative, you’ll serve as the first point of contact for the company’s customers, vendors, job applicants, and other visitors - setting a professional, welcoming tone. You’ll be a key company resource, supporting a variety of departments including Human Resources, Sales, and Programs, and playing a vital role in keeping office operations running smoothly. This role requires initiative, accountability, and the ability to follow through independently.To succeed, you must demonstrate strong organizational and time-management skills, communicate with clarity and professionalism, and maintain a positive, team-oriented attitude while managing a diverse range of responsibilities in a fast-paced, dynamic environment.Position ResponsibilitiesAnswer and route calls received through the company’s main lineReceive and check in all office visitors, ensuring compliance with security policies and proceduresMaintain a professional and welcoming front-desk and office environmentMonitor and replenish office and pantry supplies, as necessaryEmpty common area trash receptacles and coordinate trash and recycling management when on-site support is unavailableOrder food, beverages, and groceries to support office operations and eventsSupport adherence to office health and safety protocols by monitoring compliance with established guidelines, communicating safety practices to staff and visitorsMaintain visitor logs by accurately recording all guests’ check-ins and check-outs, verifying identification, and ensuring all visitor protocols and security measures are followedSchedule and coordinate meetings, including room setup, catering, and reservations when necessaryManage calendars to avoid conflicts and support efficient meeting schedulingCoordinate logistics for employee events and internal gatheringsPrepare and distribute written correspondence to internal and external stakeholdersDistribute company-wide updates and internal communications as neededReceive, log, and distribute all incoming mail and packagesPrepare and ship outgoing packages and ensure proper trackingAssist with coordinating office cleaning tasks, including preparing and managing a cleaning schedule for employees to maintain shared equipment such as coffee machinesCollaborate with the Facility Security Officer to support access control, compliance needs, property maintenance, repairs, and overall facility upkeep to ensure a safe, secure, and well-functioning work environmentSupport the management of vendor contracts for office services such as cleaning, janitorial supplies, and water deliveryConduct regular office walkthroughs to ensure cleanliness and readiness, including checking common areas, conference rooms, kitchen, and refrigerator; promptly address any issues such as expired food or clutter; coordinate with cleaning services as needed to maintain a tidy, safe, and welcoming environmentProactively identify opportunities to improve office operations and recommend updates to company policies or proceduresAssist with various other administrative and office support tasks as assignedQualificationsMinimum QualificationsHigh school diploma or equivalent2 years of experience providing administrative/office supportExperience with travel coordinationExperience handling confidential/sensitive information with appropriate discretionProficiency in Microsoft Office 365Must be able to lift 20lbsMust be able to work from the company’s Pinehurst, NC office location on a full-time basisPreferred QualificationsAssociate or bachelor’s degreeExperience providing administrative support in growing, fast-paced organizationThe pay for this role can vary from $19.35 to $23.70 an hour based on the selected individual's education and experience. Persistent Systems, LLC offers a comprehensive benefits package including medical, dental, vision, life, and disability insurance; paid time off; flexible spending accounts; 401(k) plan with company match; fitness membership reimbursement; tuition assistance; mental health benefits; and veterinary benefits. The posting is accepting applications on a rolling basis.