Administrative Assistant & Office Coordinator

Position Title:

Administrative Assistant & Office Coordinator

About the role:

The Administrative Assistant serves as the welcoming face of One Source Supply Solutions and plays a key role in creating a positive experience for employees, customers, vendors, and visitors. This position blends front office reception, event coordination, administrative support, and warehouse operations support.

The ideal candidate is friendly, highly organized, detail-oriented, and enjoys helping others. They thrive in a fast-paced environment, take pride in creating a professional and welcoming workplace, and are equally comfortable greeting guests, coordinating company events, managing office logistics, and supporting operational data entry and documentation.

Compensation: $22 - $28 per hour

Type:
Full time, in person only

Hours: 7:30 am - 3:30 pm, Monday - Friday

What You Will Do:

Front Office Reception & Employee Experience

• Serve as the first point of contact for visitors, vendors, customers, and employees, creating a welcoming and professional experience
• Manage the front desk and reception area to ensure a polished, organized, and inviting environment
• Answer and direct incoming calls and inquiries with professionalism and excellent customer service
• Receive, sort, and distribute incoming mail, deliveries, and packages
• Coordinate meeting room scheduling, setup, and hospitality needs
• Ensure office common areas, conference rooms, beverage stations, and guest spaces are maintained and presentation-ready
• Maintain office supply inventories and coordinate replenishment as needed
• Support employee engagement activities and help foster a positive workplace culture

Event & Marketing Support

• Partner with the HR Manager to coordinate company meetings, customer events, trainings, culture initiatives, and special events
• Assist with event logistics including catering, room setup, supplies, signage, and attendee support
• Ensure food, beverages, coffee, water, and hospitality items are available and prepared for meetings and events
• Coordinate shipment and distribution of company swag, promotional materials, and giveaways for events, trade shows, customers, and sales teams
• Maintain inventory of marketing materials and event supplies, tracking usage and coordinating replenishment
• Assist with preparing presentation materials, meeting packets, and event communications
• Support company branding efforts by helping ensure marketing materials are organized, available, and professionally presented

Warehouse & Operations Support

• Ensure smooth implementation of warehouse and administrative processes
• Act as a liaison between warehouse staff and internal departments
• Respond to emails and inquiries from suppliers and internal teams
• Work with receiving and operations teams to resolve receiving discrepancies
• Schedule inbound deliveries and maintain the receiving calendar
• Prepare, scan, and file receiving documentation (packing lists, invoices, etc.)
• Organize and maintain physical and electronic records related to warehouse and production activity
• Perform general administrative tasks (filing, photocopying, office supply management)
• Support warehouse team with day-to-day activities as needed
• Identify opportunities to improve processes and increase efficiency

What You Will Bring

• A warm, welcoming, and customer-focused personality with a genuine enjoyment of helping people
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• Exceptional attention to detail and commitment to accuracy in administrative and data-entry tasks
• A proactive, "see it, own it, solve it" approach to work
• Ability to anticipate needs and ensure meetings, events, and office operations run smoothly
• Excellent interpersonal skills and confidence to interact professionally with employees, customers, vendors, and executive leadership
• Strong written and verbal communication skills; bilingual English/Spanish preferred
• Ability to thrive in a fast-paced environment while maintaining a positive, professional demeanor
• Strong problem-solving skills and sound judgment when handling requests and competing priorities
• Proficiency in Microsoft Office, including Outlook, Excel, Word, and Teams
• Experience coordinating meetings, events, hospitality services, or office administration preferred
• Experience with Eclipse or a similar ERP system preferred
• Comfortable working in both office and warehouse environments and supporting a variety of operational activities
• Demonstrated ability to handle confidential information with professionalism and discretion

Why This Role Matters

You’ll be the hub of the operation, supporting warehouse workflows while creating a positive, organized, and professional front office experience for employees, customers, and partners.

Qualifications:

• Education and/or Experience:
• 1–3 years of administrative, receptionist, or warehouse support experience preferred
• Experience in a warehouse, logistics, or distribution environment is a plus
• High school diploma or equivalent required;…