Office Assistant Job at Affiliated Distributors, Inc. in Wayne

Description

Position Summary:

This position is responsible for ensuring that callers and visitors have a positive and professional first impression of AD. Additionally, the role is responsible for office and facilities tasks that help ensure AD associates have a great place to work. This includes but is not limited to handling and overseeing all daily front desk/receptionist, mailroom, and supply maintenance duties, new hire cubicle/office setup, maintaining seating charts, as well as preparing for remote associate visits to HQ. This person will also help with planning, setup and breakdown for associate events and companywide meetings, and act as the liaison between AD and the property manager for maintenance requests. This role will also provide some basic administrative support to the HR Team and Chairman & CEO, as needed.

The ideal Office Assistant candidate will welcome guests with warmth, care about the details, and take pride in creating a clean, organized, and supportive environment for associates and visitors. They will be friendly, communicative, willing to help others, responsive, calm under pressure, and organized and will take real ownership in ensuring our office space runs smoothly and reflects the best of AD.

Primary Responsibilities:

• Front Desk Support: Greet visitors, answer phones, route calls and voicemails, sort and distribute mail, scan and log incoming checks, and coordinate front desk coverage.
• Office/Facility Administration: Maintain a clean, safe, well-stocked and organized office environment, order supplies, interface with vendors, and serve as liaison with the building property manager.
• Seating Coordination: Coordinate cubicle assignments, maintain and update seating resources, and prepare newly vacated spaces.
• AD Associate Events: Plan and support associate events, lead the Corporate Events Committee, and support companywide events.
• Invoice & Expense Management: Reconcile orders, process facility-related invoices, manage the facilities budget, and forecast spend.
• New Hire Onboarding Support: Order business cards and name plates, prepare workstations, and perform other onboarding tasks as needed.
• Perform all other tasks, duties, and responsibilities as directed by supervisor, including ad-hoc projects.

Requirements

• Customer Service: Exceptional service orientation and positive communication.
• Organization: Strong attention to detail, ability to multitask, prioritize, and follow through.
• Communication: Clear written and verbal communication skills.
• Problem-Solving & Initiative: Proactive, resourceful, and able to work independently.

Qualifications

• 1-2 years of administrative, customer service, or front desk experience.
• Proficient in Microsoft Office: Intermediate Outlook, Excel, Word, and PowerPoint skills.
• Ability to lift and carry up to 30lbs.

Additional Comments: This position is based in Wayne, PA, with standard business hours and occasional overtime. Travel is minimal.

AD is proud to be an equal employment opportunity employer. Qualified candidates are considered for employment without regard to race, religion, gender, gender identity, sexual orientation, national origin, age, military or veteran status, disability, or any other characteristic protected by applicable law.