Administrative Associate GA On Site

About Us

Vensure Employer Solutions is the largest privately held organization in the HR technology and service sector, providing a comprehensive portfolio of solutions, including HR/HCM technology, managed services, and global business process outsourcing (BPO). The company and its service providers collectively serve over 95,000 businesses and process over $135B in annual payroll. As a "One Employer Solution” headquartered in Chandler, Arizona, Vensure helps thousands of businesses streamline and grow their operations with custom strategies that benefit both employers and employees.

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The Administrative & Facilities Associate provides front desk, office administration, and employee support while serving as a flexible facilities support resource. This role is primarily responsible for administrative operations, visitor and new hire support, office supply coordination, mail handling, scanning projects, and office event support. The position also supports facilities operations by coordinating building access, submitting and tracking facilities requests, managing common-area supplies, coordinating with vendors and janitorial partners, and providing coverage or support for the Facilities Manager when business needs require.

• Serve as a first point of contact for visitors, clients, new hires, and employees by greeting guests professionally, answering inquiries, and directing individuals to the appropriate contact or location.
• Manage front desk operations, including answering and routing incoming phone calls, documenting messages, and asking appropriate questions to determine the correct routing or escalation.
• Sort and distribute incoming mail, coordinate outgoing mail needs, and support document scanning projects by ensuring documents are accurately scanned, organized, and stored.
• Maintain office supplies and common-area inventory, including ordering and restocking supplies for offices, kitchens, restrooms, conference rooms, and other designated areas based on location needs.
• Provide administrative support to Executive leadership and department leaders by completing assigned requests, coordinating logistics, preparing information, and supporting office-based priorities.
• Coordinate office events, meetings, conference room readiness, and holiday or engagement activities, including setup, refreshments, supplies, and post-event organization.
• Support a welcoming and inclusive office environment by assisting employees, guests, vendors, and leaders in a professional, service-oriented manner.
• Administer or support building access processes, including activating and deactivating access fobs or badges, coordinating visitor access, and escalating access concerns as applicable by location.
• Serve as an on-site point of contact for new hire office tours, visitor coordination, and initial workplace orientation support in partnership with Internal HR.
• Collaborate with Internal HR and facilities partners on onboarding and offboarding activities that require office access, seating, equipment coordination, workspace readiness, or related administrative support.
• Submit, monitor, and follow up on facilities or maintenance tickets with property management, vendors, janitorial partners, or internal facilities resources to support timely resolution of office issues.
• Assist with facilities coverage when the Facilities Manager is unavailable or requires support, including coordinating vendor visits, communicating building updates, escalating urgent issues, and documenting follow-up items.
• Monitor office cleanliness and common-area readiness by coordinating with janitorial staff and escalating concerns related to restrooms, kitchens, conference rooms, entrances, and shared spaces.
• Support light facilities tasks, such as restocking supplies, coordinating conference room setup, assisting with event setup and take down, and identifying building or equipment concerns that require follow-up.
• Run company-related errands using the company vehicle, including airport transportation, lunch pickups, office supply runs, bank deposits, executive requests, and other business-related tasks.
• Maintain regular on-site attendance as an essential job function due to the need for front desk coverage, in-person employee and visitor support, building access coordination, and hands-on involvement in office and facilities operations.

• Attend webinars, trainings, or team meetings to stay current on company, administrative, and facilities processes.
• Perform routine maintenance and cleaning tasks, including minor repairs, unclogging toilets, and disinfecting common areas to maintain a clean, safe, and professional work environment.
• Support special projects related to office organization, records, employee experience, facilities coordination, or departmental priorities.
• Perform other duties as required to accomplish the objectives of the Department.

• Strong…