Administrative Assistant

Position Summary & Responsibilities

We are seeking a highly organized and proactive Receptionist/Administrative Assistant to support the daily operations of the Birmingham Corporate Office. This role is responsible for ensuring the office runs efficiently by managing facilities coordination, office supplies, mail and shipping, meeting preparation, and internal office logistics.

The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities while maintaining a welcoming and professional office environment. This position works closely with and reports directly to the Executive Assistant, supporting both office operations and executive-related logistics when needed.

Special focus to be placed on:

• Office Operations
  • Oversee the day‑to‑day administrative operations of the Birmingham Corporate Office.
  • Maintain office supply inventory and coordinate ordering and restocking as needed.
  • Manage incoming and outgoing mail, packages, and shipping.
  • Coordinate office equipment needs and vendor support.
• Facilities & Maintenance
  • Submit and track building maintenance requests with property management.
  • Coordinate with vendors for repairs, services, and general office upkeep.
  • Ensure office spaces, common areas, and conference rooms remain organized and functional.
• Reception & Visitor Coordination
  • Serve as the primary point of contact for visitors to the corporate office.
  • Greet and direct guests, clients, and vendors in a professional manner.
  • Maintain a welcoming and organized front office environment.
• Meeting & Conference Room Coordination
  • Prepare conference rooms and boardrooms for meetings.
  • Ensure meeting spaces are clean, stocked, and properly set up.
  • Assist with logistical preparation for internal meetings and presentations.
• Catering & Office Events
  • Coordinate catering orders and office lunches.
  • Assist with planning and logistical support for internal meetings, company events, and team gatherings.
  • Support event set‑up and breakdown as needed.
• Administrative Support
  • Assist with processing invoices and maintaining office‑related documentation.
  • Maintain organized administrative records and files.
  • Provide general administrative support to the corporate office as needed.
• Collaboration
  • Work closely with the Executive Assistant to support executive meetings and office operations.
  • Coordinate logistics related to executive meetings and office functions.

• Bachelor’s degree in Business Administration, Management, or related field preferred.
• 2–5 years of experience in office administration, office management, or administrative coordination.
• Strong organizational and multitasking skills with excellent attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities in a fast‑paced environment.
• Excellent written and verbal communication skills.
• Professional and welcoming demeanor when interacting with guests and employees.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently while collaborating effectively with team members.

• Prolonged periods working at a desk in front of a computer.

• Must be able to lift up to 15 pounds at a time.