Administrative Assistant

Administrative Assistant / Receptionist

The Administrative Assistant / Receptionist provides front-desk and office support to ensure the smooth, efficient, and professional operation of the office. This role manages incoming calls and visitors, supports daily administrative activities, maintains records and supplies, and assists with proposals and projects to keep operations organized and running seamlessly.

Responsibilities

• Answer, screen, and forward incoming telephone calls in a professional and courteous manner.
• Greet visitors and customers, determine their needs, and assist or direct them appropriately.
• Obtain and send information or documents using a computer, mail, and fax machine.
• Copy, file, and maintain documents and records in an organized manner.
• Collect, sort, distribute, and prepare mail and courier deliveries.
• Make internal and external deliveries as needed to customers and employees.
• Maintain an adequate inventory of office supplies and reorder as necessary.
• Assist in the preparation of job proposals, projects, and related documentation.
• Maintain both paper and electronic filing systems to ensure quick and accurate retrieval of information.
• Open window blinds in the morning and close them in the afternoon as part of daily office routines.
• Ensure the fax machine, copier, and printers are stocked with paper at the end of each day.
• Ensure the computer is properly logged off at the end of the day.
• Forward and un-forward office phones as needed to support business hours and coverage.
• Perform other administrative and clerical duties as assigned to support the team and office operations.

Essential Skills

• At least 3 years of administrative and receptionist experience.
• Proficiency with Microsoft Office Suite, including Word, Excel, and related applications.
• Strong administrative and clerical skills, including filing, document handling, and calendar management.
• Excellent customer service skills with the ability to interact professionally with visitors and callers.
• Strong attention to detail with accurate typing, grammar, and spelling.
• Dependability and reliability in completing daily tasks and supporting the team.
• Positive and upbeat attitude when working with colleagues and customers.
• Patience and professionalism in handling inquiries and resolving issues.
• Strong organizational skills with the ability to manage multiple tasks effectively.
• Ability to work collaboratively as a team player.
• Good verbal communication skills for clear and professional interactions.
• Problem-solving skills with the ability to address issues proactively.
• Honesty, trustworthiness, and a strong sense of responsibility.
• Flexibility to adapt to changing priorities and tasks.
• Demonstrated strong work ethic and commitment to supporting office operations.

Additional Skills & Qualifications

• Experience providing front desk reception support in a busy office environment.
• Experience supporting calendar management and scheduling.
• Experience working in a small, close-knit team environment.
• Comfort using office equipment such as copiers, printers, fax machines, and multi-line phone systems.

Work Environment

This is a full-time, fully onsite role, working Monday through Friday from 9:00 a.m. to 5:00 p.m. You will work as part of a small team of four in a collaborative office environment and report into the business owner. The workplace uses standard office technologies, including computers, Microsoft Office Suite, multi-line phones, copiers, printers, fax machines, and electronic and paper filing systems.

The office is busy and growing, with increased activity due to recent business expansion, offering a stable and fast-paced environment where administrative processes are highly valued and central to smooth operations. Professional office attire is expected.

Job Type & Location

This is a Contract to Hire position based out of Norfolk, VA.

Pay and Benefits

The pay range for this position is $18.00 - $22.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Final date to receive applications

This position is anticipated to close on Jul 10, 2026.