Administrative Assistant

POSITION OVERVIEW

The Administrative Assistant supports daily office operations by managing front-desk activities, communications, mail processing, office organization, and internal culture initiatives. This role serves as the first point of contact for visitors, employees, and vendors and plays a key role in maintaining a professional, organized, and welcoming office environment. The position operates under the direction of management and provides administrative support across departments as needed.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Front Desk & Communication Support

• Prepare and maintain coffee service in the morning and throughout the day.
• Answer and screen incoming phone calls with special attention to VIP contacts.
• Update and maintain the employee in/out board.
• Monitor the fax and scan folders on the server and distribute documents appropriately.

Mail & Shipping Operations

• Process outgoing mail, including preparing packages, recording postage, checking available funds, and posting mail.
• Drop off FedEx packages at the designated FedEx drop box by 6:00 PM or schedule carrier pickup as needed.
• Retrieve incoming mail from the mailbox each morning on the way to the office.
• Open and date-stamp incoming mail (excluding HR-related correspondence) and distribute accordingly.

Office Administration & Supply Management

• Purchase and track office and kitchen supplies.
• Perform monthly inventory checks of office and kitchen supplies.
• Organize and stock purchased supplies.
• Maintain Conference Room Calendar
• Purchase and coordinate weekly Friday breakfast.
• Update employee contact information as needed.
• Maintain overall organization and professional appearance of the office on an ongoing basis.
• Manage restocking, inventory tracking, and embroidery coordination for CEI shirts.
• Support new hire onboarding by preparing and distributing technical shirts for new employees.
• Assist other departments as needed with manager approval.

Equipment & Documentation Support

• Contact service providers for photocopier maintenance and issues.
• Scan Certificates of Insurance (COIs) to the company server.
• Assist with quarterly COI audits as required.

Compliance & Administrative Support

• Process and manage vehicle toll violation notices.
• Perform miscellaneous administrative tasks as assigned.

Company Events & Culture Support

• Participate as a member of the Events Committee.
• Assist with planning, coordinating, and executing internal company events, including:

• Company Anniversary

• EE Appreciation Day

• Holiday Party

• Christmas Potluck

• Plan and support internal seasonal celebrations and office decorations, including:

• Valentine’s Day

• Patrick’s Day

• Spring/Summer Seasonal Décor

• Halloween

• Christmas

POSITION QUALIFICATIONS

Skills:

• Strong organizational and time-management skills
• Professional phone and interpersonal communication abilities
• Attention to detail and accuracy
• Ability to multitask and prioritize daily responsibilities
• Basic computer proficiency (email, document scanning, server file organization)
• Dependable and punctual

Education:

• An Associate’s degree preferred

Experience:

• 1–3 years of administrative, receptionist, or office support experience
• Experience in a professional office environment preferred

Computer skills:

• Minimum computer program skills required – Microsoft Suite- Word, Excel, Outlook, PowerPoint, and Adobe Acrobat

Certifications/licenses:

• A valid Florida Driver’s license

PHYSICAL DEMANDS

• Occasional standing and walking
• Constant sitting
• Occasional lifting and carrying <20lbs
• Occasional pushing and pulling <25lbs

OTHER WORK REQUIREMENTS

• High frequency of computer keyboarding
• High frequency of viewing a computer monitor

WORK ENVIRONMENT

Work is performed primarily in an office setting. The noise level in the work environment is usually quiet in office settings and moderate in other situations.

This job description is subject to change at any time.