Job Description

This role is responsible for delivering comprehensive front desk and administrative support to ensure smooth daily operations. Key duties include welcoming visitors, directing them to the appropriate departments or personnel, and managing incoming phone calls through the main switchboard. The position also involves scheduling meetings, tracking and ordering office supplies, and performing general administrative tasks such as data entry, document handling, filing, and maintaining organized records. The successful candidate will be expected to manage sensitive information with the highest level of discretion and confidentiality.

Key Responsibilities:

• Manage the procurement of office materials and supplies across departments based on internal requests.
• Coordinate with vendors, submit onboarding requests for new suppliers, and support basic accounting functions in collaboration with the finance team.
• Ensure the proper use and upkeep of office equipment, including phones, printers, computers, and scanners.
• Welcome and assist visitors using a virtual front desk system, ensuring they are directed to the appropriate locations or staff members.
• Handle incoming calls using a cloud-based phone system, ensuring prompt and accurate call routing.
• Perform order-related data entry tasks using enterprise software tools.
• Support the Human Resources department through file management, document organization, and event coordination.
• Sort, distribute, and manage incoming and outgoing mail.
• Set up furniture and support logistics for in-office meetings or special events as needed.
• Take on additional administrative tasks as assigned to support daily operations.

Required Skills & Qualifications:

• 1–2 years of experience in an administrative, front office, or operations support role.
• Proficiency in English, both spoken and written; Spanish language skills are a plus.
• Strong interpersonal skills with the ability to communicate across all levels of an organization.
• Must present a professional demeanor and maintain a customer-focused, approachable attitude.
• Excellent telephone etiquette and attentive listening skills.
• Ability to juggle multiple responsibilities, prioritize tasks effectively, and remain organized.
• Strong attention to detail and a proactive approach to solving problems

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