Administrative assistant

Location: Venice

Position Summary

The Front Desk Administrator serves as the first point of contact for visitors, customers, and vendors while providing administrative and operational support across departments. This role requires a detail-oriented professional with strong communication skills and the ability to manage purchasing responsibilities for office and maintenance supplies. The ideal candidate has 2-5 years of relevant experience and thrives in a fast-paced, industrial environment.

Key Responsibilities

Front Desk & Administrative Duties

• Greet and assist visitors, customers, drivers, and vendors in a professional and timely manner
• Answer and direct incoming phone calls, emails, and inquiries
• Maintain front office organization, cleanliness, and professionalism
• Manage incoming and outgoing mail, packages, and deliveries
• Provide general administrative support to departments as needed
• Assist with data entry, filing, and document management

Purchasing & Inventory Management

• Procure office supplies, shop supplies, and maintenance parts as needed
• Maintain inventory levels and reorder supplies to avoid shortages
• Coordinate with maintenance and operations teams to identify parts and supply needs
• Research vendors, obtain quotes, and ensure cost-effective purchasing decisions
• Track orders, verify deliveries, and resolve discrepancies with vendors
• Maintain purchasing records, invoices, and documentation for accounting

Coordination & Communication

• Serve as a liaison between departments, vendors, and external partners
• Support scheduling, coordination of meetings, and internal communications
• Assist leadership with special projects and operational initiatives

Qualifications

• Experience:
  
  2-5 years in administrative, front desk, or office coordination roles (industrial or fast-paced environments preferred)
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Experience with purchasing, ordering, or inventory management preferred
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to handle sensitive information with professionalism and discretion

Preferred Skills

• Experience working in manufacturing, logistics, or scrap/recycling environments
• Familiarity with maintenance parts or shop supply ordering
• Ability to prioritize tasks and adapt to changing needs
• Strong attention to detail and follow-through

Work Environment

• Fast-paced office within an industrial/scrap yard setting
• Frequent interaction with drivers, vendors, and internal teams
• May require occasional time spent coordinating with shop or yard personnel

Key Attributes for Success

• Proactive problem-solver with strong follow-up skills
• Cost-conscious mindset when making purchasing decisions
• Reliable, dependable, and able to work independently