FTS, Inc.
Administrative Assistant
This range is provided by FTS, Inc.. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $50,000.00/yr - $62,500.00/yr
Position Summary
The Administrative Assistant is responsible for overseeing the day-to-day operations of the office environment while providing cross-functional administrative, facilities, and systems support to internal teams. This role ensures that offices operate efficiently, employees are supported with the tools and resources they need, and vendors, facilities, and office systems are effectively managed.
In a fast-paced staffing environment, the Administrative Assistant serves as a central point of coordination across People Operations, Operations, and Production, supporting internal employees through onboarding, offboarding, events, and daily office needs.
Key Responsibilities
Office Operations & Facilities Management
Oversee daily office operations across multiple location, ensuring a professional, organized, and fully stocked work environment
Manage office supply ordering, inventory tracking, and distribution (including groceries and shared supplies)
Coordinate office services such as cleaning, maintenance, security systems, and building access
Serve as the primary point of contact for office-related issues, repairs, and emergencies
Maintain office seating plans, desk assignments, and workspace readiness
Track and manage office keys, badges, fobs, and access cards
Front Desk, Communication & Mail Management
Monitor and manage the main office phone line and shared inboxes (Nicoletta’s inbox)
Greet visitors, candidates, and vendors as needed
Receive, distribute, and track incoming mail and packages
Coordinate outgoing shipments and deliveries (UPS, FedEx, etc.)
Maintain conference room scheduling, readiness, and supplies
IT, Devices & Systems Support (Light IT)
Manage company device inventory, including laptops, phones, and any other leased equipment
Coordinate device setup, swaps, returns, and shipping
Wipe, reset, and reassign devices during onboarding and offboarding
Maintain device and asset tracking spreadsheets
Support basic troubleshooting and user access issues for internal systems
Coordinate with external vendors for escalated IT issues
Track and manage software access and licenses (e.g., LinkedIn, ZipRecruiter, Dice, ZoomInfo, Bullhorn, ZoomInfo, Zoom)
Maintain standard checklists for device setup, returns, and loaner equipment
Onboarding & Offboarding Support
Support internal employee onboarding by:
Adding employees to required software platforms per manager direction
Coordinating building access, parking access, and desk setup
Ordering business cards and office supplies
Support internal employee offboarding by:
Removing access from systems and software
Collecting and documenting returned equipment
Coordinating shipment of devices when necessary
Serve as liaison with office-related vendors, including cleaners, security providers, maintenance vendors, and building management
Maintain vendor contact lists, contracts, renewal dates, W-9s, and Certificates of Insurance (COIs)
Request insurance certificates from brokers as needed
Review vendor invoices for accuracy and submit for payment
Assist with vendor comparisons, renewals, and cost‑saving initiatives
Event Planning & Employee Engagement
Plan and execute internal events, including holiday parties, team lunches, celebrations, and employee recognition initiatives
Coordinate all aspects of events including venue selection, vendor communication, food, decorations, raffles, setup, and breakdown
Manage company swag and promotional inventory
Support People Operations with employee anniversary and recognition programs, including gift coordination
Ad Hoc & Cross‑Functional Support
Support recruiting and sales teams during periods of high internal activity
Assist with office expansions, relocations, or new office setup
Coordinate workspace needs for visiting employees or leadership
Act as a liaison across People Operations, Accounting, and Production
Qualifications
2–5+ years of experience in office management, operations, or administrative support
Experience in a staffing, recruiting, or fast‑paced professional services environment preferred
Strong organizational skills with the ability to manage competing priorities
High attention to detail and follow‑through
Comfortable supporting technology, devices, and software platforms
Strong communication and interpersonal skills
Ability to handle sensitive information with discretion
Proficiency in Microsoft Office and administrative systems
Organization & Time Management
Problem Solving & Initiative
Cross‑Functional Collaboration
Process Improvement
Customer & Employee Service Mindset
This role partners closely with People Operations, IT vendors, and Operations leadership. While the Administrative Assistant supports onboarding, systems access, and devices, this role does not replace Human Resources or IT functions but serves as a key operational connector across teams.
Seniority level
Seniority level
Entry level
Employment type
Employment type
Full‑time
Job function
Job function
General Business
Industries
Staffing and Recruiting
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Base pay range $50,000.00/yr - $62,500.00/yr
Position Summary
The Administrative Assistant is responsible for overseeing the day-to-day operations of the office environment while providing cross-functional administrative, facilities, and systems support to internal teams. This role ensures that offices operate efficiently, employees are supported with the tools and resources they need, and vendors, facilities, and office systems are effectively managed.
In a fast-paced staffing environment, the Administrative Assistant serves as a central point of coordination across People Operations, Operations, and Production, supporting internal employees through onboarding, offboarding, events, and daily office needs.
Key Responsibilities
Office Operations & Facilities Management
Oversee daily office operations across multiple location, ensuring a professional, organized, and fully stocked work environment
Manage office supply ordering, inventory tracking, and distribution (including groceries and shared supplies)
Coordinate office services such as cleaning, maintenance, security systems, and building access
Serve as the primary point of contact for office-related issues, repairs, and emergencies
Maintain office seating plans, desk assignments, and workspace readiness
Track and manage office keys, badges, fobs, and access cards
Front Desk, Communication & Mail Management
Monitor and manage the main office phone line and shared inboxes (Nicoletta’s inbox)
Greet visitors, candidates, and vendors as needed
Receive, distribute, and track incoming mail and packages
Coordinate outgoing shipments and deliveries (UPS, FedEx, etc.)
Maintain conference room scheduling, readiness, and supplies
IT, Devices & Systems Support (Light IT)
Manage company device inventory, including laptops, phones, and any other leased equipment
Coordinate device setup, swaps, returns, and shipping
Wipe, reset, and reassign devices during onboarding and offboarding
Maintain device and asset tracking spreadsheets
Support basic troubleshooting and user access issues for internal systems
Coordinate with external vendors for escalated IT issues
Track and manage software access and licenses (e.g., LinkedIn, ZipRecruiter, Dice, ZoomInfo, Bullhorn, ZoomInfo, Zoom)
Maintain standard checklists for device setup, returns, and loaner equipment
Onboarding & Offboarding Support
Support internal employee onboarding by:
Adding employees to required software platforms per manager direction
Coordinating building access, parking access, and desk setup
Ordering business cards and office supplies
Support internal employee offboarding by:
Removing access from systems and software
Collecting and documenting returned equipment
Coordinating shipment of devices when necessary
Serve as liaison with office-related vendors, including cleaners, security providers, maintenance vendors, and building management
Maintain vendor contact lists, contracts, renewal dates, W-9s, and Certificates of Insurance (COIs)
Request insurance certificates from brokers as needed
Review vendor invoices for accuracy and submit for payment
Assist with vendor comparisons, renewals, and cost‑saving initiatives
Event Planning & Employee Engagement
Plan and execute internal events, including holiday parties, team lunches, celebrations, and employee recognition initiatives
Coordinate all aspects of events including venue selection, vendor communication, food, decorations, raffles, setup, and breakdown
Manage company swag and promotional inventory
Support People Operations with employee anniversary and recognition programs, including gift coordination
Ad Hoc & Cross‑Functional Support
Support recruiting and sales teams during periods of high internal activity
Assist with office expansions, relocations, or new office setup
Coordinate workspace needs for visiting employees or leadership
Act as a liaison across People Operations, Accounting, and Production
Qualifications
2–5+ years of experience in office management, operations, or administrative support
Experience in a staffing, recruiting, or fast‑paced professional services environment preferred
Strong organizational skills with the ability to manage competing priorities
High attention to detail and follow‑through
Comfortable supporting technology, devices, and software platforms
Strong communication and interpersonal skills
Ability to handle sensitive information with discretion
Proficiency in Microsoft Office and administrative systems
Organization & Time Management
Problem Solving & Initiative
Cross‑Functional Collaboration
Process Improvement
Customer & Employee Service Mindset
This role partners closely with People Operations, IT vendors, and Operations leadership. While the Administrative Assistant supports onboarding, systems access, and devices, this role does not replace Human Resources or IT functions but serves as a key operational connector across teams.
Seniority level
Seniority level
Entry level
Employment type
Employment type
Full‑time
Job function
Job function
General Business
Industries
Staffing and Recruiting
#J-18808-Ljbffr