Office Assistant

Vistex is a global enterprise software and services company that helps businesses take control of their mission-critical processes. With a multitude of programs covering pricing, trade, royalties and incentives, it can be complicated to see where all the money is flowing, let alone how much difference it makes to the topline and the bottom line. With Vistex, business stakeholders can see the numbers, see what really works, and see what to do next – so they can make sure every dollar spent or earned is really driving growth, and not just additional costs.

The world’s leading enterprises across a spectrum of industries rely on Vistex every day to propel their businesses.

The Vistex Office Assistant must be positive, reliable, flexible, and able to manage a fast-paced work environment. The candidate will assist with the support of daily operations and facility needs at corporate headquarters, be a contact for vendors and property management, while upholding the main reception area at Vistex.

• Greet and direct customers, vendors, remote employees, and guests arriving at the main reception area.
• Check voice mail messages daily and forward them accordingly to the appropriate personnel.
• Track temporary access cards and badges for employees and guests & maintain Security/Sign in log.
• Manage daily incoming and outgoing mail, packages, and courier shipments; coordinate Fed Ex shipments for all departments and notify employees of deliveries.
• Manage facilities and office help-desk tickets, including requests related to IT equipment return labels, international shipments, and other office service needs.
• Support office supply inventory and ordering, including restocking supplies, office snacks, and refrigerators.
• Assist with vendor coordination & track vendor invoices to submit to the Finance team for payment processing.
• Assist with new hire onboarding logistics, including preparing work spaces, ensuring cubicles are clean and ready, creating nameplates, and stocking basic office supplies prior to start dates.
• Coordinate hotel reservations for visiting employees or guests by tracking requests through email or facilities tickets.
• Serve as a liaison with building management alongside Office Coordinator, by submitting work orders & tracking maintenance as needed.
• Manage the Vigor gym calendar for onsite fitness classes and assist Facilities with the operations upkeep of the Gym such as towel laundry and replenishing snacks or supplies.
• Assist with the setup and coordination of meetings, scheduling conference rooms and preparing meeting spaces as needed.
• Review and update reception and office procedures to ensure efficiency and alignment with company needs.
• Perform other administrative and operational duties as assigned.

The compensation for this position is up to $23 per hour. Base pay will vary depending on factors, including but not limited to, a candidate’s location, job-related knowledge, skills, and work experience. The compensation package may also include incentive compensation opportunities in the form of discretionary annual bonus. Vistex provides highly competitive benefits including comprehensive healthcare plan, and paid time off, including paid volunteerism days!

Education: Associates or better in Business Administration or related field.

• Experience in office administration – minimum 2 years.
• Proficient in Microsoft Office and Outlook.
• Proficient in data entry and document management.
• Excellent verbal, written, and interpersonal skills.
• Able to manage time and work productively.
• Ability to work and collaborate with colleagues of all levels throughout the organization.
• Ability to lift up to 25 lbs.
• Ability to adapt to changing schedules, multiple work plans, and a growing business.

No specific licenses or certifications required.

Equal Opportunity Employer.

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.