Administrative Assistant

Management in Sites (MI) is looking for a dependable, organized, and personable Administrative Assistant to support our Charlotte office. This is a hands‑on administrative position with a primary focus on reception and day‑to‑day office operations, along with additional responsibilities supporting our Client Accounting team. The successful candidate must be comfortable working across multiple companies, managing competing priorities, maintaining confidentiality, and completing routine tasks accurately and on time.

This role is a good fit for someone who enjoys being the person others can rely on to keep things moving. You should be comfortable answering the phone one minute, helping a visitor the next, and then switching gears to enter accounting information or follow up with a customer about an outstanding invoice. If you are organized, detail‑oriented, professional, and willing to take ownership of a variety of practical tasks, we want to hear from you.

Reporting Relationship:The Administrative Assistant will report to the COO.

Location:6100 Orr Road, Charlotte, NC 28213.
This is a 100% in-person position.

As the first point of contact for MI and several of our clients, you will answer multiple phone lines, greet visitors, process incoming and outgoing mail, maintain office supplies, coordinate meetings, and help keep our Charlotte office organized and welcoming. You will also provide administrative support to our Senior Leadership Team and assist with travel, client communications, and other office needs.

In addition to the front‑office responsibilities, you will support our Client Accounting team with accounting data entry and AP/AR follow‑up. This is a supporting accounting function (and a small part of your daily tasks) rather than a full accounting position.

• Serve as receptionist for MI and several clients. This includes answering multiple phone lines accurately, taking detailed messages, screening calls, and forwarding calls and messages to the right person.
• Enter calls for certain clients into their CRM systems accurately and in a timely fashion.
• Process all incoming and outgoing mail and faxes. Review incoming correspondence, discard spam and junk mail, scan and save legitimate correspondence, and notify the appropriate staff members.
• Deposit checks at banks and through check deposit machines and apps at the office. Assist with efforts to move MI and our clients away from paper checks and toward electronic payment methods.
• Maintain MI’s calendars:
  • Track employee birthdays and milestones
  • Track client visits and important MI functions, events, and meetings
  • Booking conference rooms
• Welcome guests to the office and provide basic hospitality, including preparing meeting rooms and providing coffee, water, and snacks.
• Set up and clean up meeting spaces before and after meetings.
• Plan and coordinate monthly internal meetings.
• Manage employee celebrations, including purchasing cards and gifts, ordering food when appropriate, and communicating details to staff.
• Coordinate client gifts and other approved client appreciation activities.
• Ensure the office is appropriately decorated for seasonal occasions while staying within budget.
• Monitor office and cleaning supplies and place orders as needed.
• Maintain MI’s overall client contact list.
• Communicate special announcements, office closures, and other information to clients and contacts as needed.
• Arrange and book travel for MI Senior Leadership and clients as requested.
• Assist with presentations and other administrative projects as needed.
• Create and maintain process documentation and follow established procedures carefully.
• Respond to correspondence and emails from customers, clients, contractors, and other contacts…