Administrative Assistant - General Services

Position Summary: 

We are seeking a proactive, resourceful and detail-oriented Administrative Assistant to support the smooth operation of our office and general services functions. This role plays a key role in managing smock inventory, maintaining a clean and professional work environment, coordinating events and delivering high-quality administrative support.  

The ideal candidate is a self-starter who thrives in a fast-paced environment, takes initiative and can manage multiple priorities with minimal supervision. This person is highly organized, anticipates needs, communicates effectively and takes full ownership of their responsibilities. This role will also be cross trained to support the Office Coordinator, stepping in when needed to ensure seamless daily operations. 

This is a full-time, contractor position with the possibilities of converting to full-time employee after 6-month.

Primary Responsibilities (Core Focus): 

Administrative Support: 

• Provide comprehensive administrative support to management, including: 

• Sourcing and reserving appropriate venues for business dinners or meetings 

• Preparing reports and processing data 

• Assisting with travel application and expense reimbursement inquiries 

• Provide backup support for non-confidential HR administrative tasks as needed 

Smock Management: 

• Issue smocks to new hires, ensuring they have the necessary uniform for work 

• Collect smocks from departing employees and temporary workers 

• Maintain and track visitor smock inventory; distribute and collect as required 

• Manage vendor relationships related to smocks and coordinate invoice processing 

Facilities and Office Environment Management: 

• Maintain a clean, organized and professional office environment by: 

• Setting up and taking down seasonal or event-specific décor 

• Arranging furniture and preparing spaces for special events 

• Proactively removing misplaced items (e.g. trash, discarded uniforms, supplies) from meeting rooms, unused cubicles and shared spaces 

• Manage cubicle assignments and space planning in coordination with relevant stakeholders 

Meeting and Event Coordination: 

• Organize and coordinate company events, offsites, internal celebrations and team meetings 

• Liaise with vendors and internal teams to plan event logistics, catering and communication 

• Ensure smooth event execution with attention to detail and timely follow-up 

Secondary Responsibilities (As Backup to Office Coordinator): 

The Administrative Assistant will be trained and expected to perform the following duties when the Office Coordinator is absent or requires additional support: 

• Oversee day-to-day office operations and general administrative processes 

• Coordinate with vendors for facilities, utilities and equipment servicing 

• Track and process office-related expenses, vendor invoices and purchase requests 

• Order and manage inventory for pantry, janitorial and office supplies 

• Ensure functionality and upkeep of office equipment (e.g., printers, copiers, shredders) 

• Manage incoming/outgoing mail, courier services and general correspondence 

• Welcome visitors, manage check-in/out protocols, and support badge and access control 

• Reserve and prepare meeting rooms, including refreshments when needed 

Qualifications: 

• Associate degree or equivalent in Business or a related field required; additional education or certifications are a plus 

• 1–2 years of experience in administrative, office coordination or general services roles 

• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) 

• Highly organized and detail-oriented, with the ability to prioritize and manage multiple tasks 

• Proactive and resourceful; able to anticipate needs, take initiative and solve problems independently 

• Strong verbal and written communication skills 

• Quick to learn and adaptable to new systems and technologies 

• A dependable team player with a strong customer service mindset 

• Comfortable working in a fast-paced, deadline-driven environment, and able to navigate ambiguity with confidence 

• Demonstrated ability to follow through, think critica