Administrative Assistant Reception

Administrative Assistant / Receptionist

This role provides high-level administrative and reception support to the management team and office, ensuring smooth daily operations and a professional front-desk experience. You will coordinate meetings, travel, and events, manage office facilities and supplies, handle import/export documentation, and serve as a key point of contact for visitors, vendors, and internal stakeholders. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities under deadline pressure.

• Complete critical administrative tasks and deliverables with a hands-on approach that supports the management team's ability to effectively lead the organization.
• Prioritize conflicting needs, manage multiple tasks simultaneously, and follow through on projects to successful completion, often under tight deadlines.
• Coordinate and plan management team meetings and teleconferences, including scheduling, logistics, room setup, and technology support.
• Arrange food vendor services and catering for meetings and events when requested.
• Assist with travel arrangements for the management team, including booking and coordination, using Concur as required.
• Prepare, submit, and track expense reports via Concur in accordance with company procedures.
• Plan and coordinate corporate engagement events and meetings, ensuring all logistics and communications are handled efficiently.
• Coordinate office building maintenance issues by interfacing with multiple service providers and ensuring timely resolution of facility needs.
• Track facility office expenditures to ensure they remain within budget and report any discrepancies or concerns as needed.
• Manage purchasing duties, including creating purchase orders, reconciling items received, and processing non-purchase order requests.
• Create and enter import/export documents accurately, ensuring all required data is captured and maintained.
• Order, stock, and maintain inventory of all required office supplies to support daily operations.
• Help manage visitor control processes, including issuing badges and coordinating visitor IT access.
• Answer, screen, and route all incoming facility telephone calls in a professional and courteous manner.
• Handle all incoming and outgoing mail and packages, ensuring timely distribution and shipment.
• Ensure the lobby and meeting areas maintain a professional, clean, and welcoming appearance at all times.
• Monitor and ensure break rooms are appropriately stocked and coordinate regularly with vendors to maintain supplies and services.
• Create and distribute the company newsletter, gathering content and coordinating approvals as needed.
• Perform other related administrative and reception duties as assigned to support the office and management team.

• 3–5 years of related administrative, clerical, or office support experience preferred.
• High school diploma or equivalent.
• Advanced knowledge of Microsoft Office applications, including SharePoint, Excel, PowerPoint, and Word.
• Proficiency with personal computers and general office software.
• Experience with core administrative tasks such as calendaring, data entry, and document preparation.
• Strong organizational skills with the ability to manage multiple work assignments and meet critical deadlines independently.
• Strong oral and written communication skills, with a professional and courteous demeanor.
• Ability to interface effectively with all departments, management levels, customers, and external partners.
• Customer service mindset with the ability to manage a front desk and reception environment.
• Experience using Microsoft Outlook for email and calendar management.
• Accuracy and attention to detail in data entry and record keeping.

• Previous experience with Concur for travel arrangements and expense reporting is a plus.
• Experience in administrative support, clerical work, or front desk reception.
• Familiarity with tracking office expenditures and working within budget guidelines.
• Experience coordinating meetings, events, and teleconferences.
• Experience managing purchasing duties, including purchase order creation and reconciliation.
• Exposure to import/export documentation and related data entry.
• Ability to handle high call volumes and manage multiple visitors simultaneously while maintaining professionalism.
• Comfort working in a fast-paced environment with frequent interruptions.
• Strong problem-solving skills and a proactive approach to resolving issues.

You will work in a dynamic, professional environment that supports complex, high-impact operations in aviation and defense. The organization offers the opportunity to collaborate with experienced professionals, gain exposure to sophisticated business processes, and develop your administrative and coordination skills. You can expect a culture that values reliability, accountability, and teamwork, with opportunities to take ownership of meaningful responsibilities and…