Administrative Assistant

Overview

We are seeking a detail-oriented and proactive Administrative Assistant for our client to support the day-to-day operations of a commercial office environment. This role provides administrative and operational support to the on-site team while also assisting with tenant and vendor coordination. The ideal candidate is organized, customer-focused, and thrives in a fast-paced, professional setting.

• Provide administrative support to the on-site operations team, ensuring efficient daily office functions
• Serve as a point of contact for tenants, visitors, and service providers, handling inquiries via phone, email, and in person
• Respond to customer service requests, track issues, and elevate items as appropriate to ensure timely resolution
• Manage incoming and outgoing mail and general correspondence
• Maintain phone and voicemail systems to ensure proper functionality
• Issue and deactivate access cards and coordinate key requests; maintain vendor key sign-in/out logs
• Coordinate with vendors and service providers to support daily operations and services
• Assist with conference room scheduling and meeting coordination
• Support tenant move-ins and move-outs, including documentation and coordination
• Create, distribute, and maintain general notices, communications, and internal updates
• Maintain electronic and paper filing systems, databases, spreadsheets, and directories
• Order and maintain office and kitchen supplies; assist with purchase orders as needed
• Ensure front office and common areas remain organized and presentable
• Assist with basic administrative projects and tasks as assigned

• Previous administrative assistant, office administration, or customer service experience preferred
• Proficiency in Google Suite required; experience with Microsoft Office is a plus
• Strong organizational skills with high attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in an onsite, professional office environment

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting.

The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer:
Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied.

Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.