Administrative and Workplace Associate

The Administrative & Workplace Associate is responsible for ensuring the Corporate Office operates efficiently, professionally, and is always welcoming to employees and visitors. This role combines administrative support with hands-on facilities coordination, office hospitality, kitchen management, and event support. The ideal candidate is service-oriented, organized, proactive, and enjoys creating an exceptional workplace experience.

Administrative Support

· Provide administrative support to executives and departments as assigned.

· Schedule appointments and meetings.

· Assist with calendar management.

· Process expense reports.

· Prepare correspondence, presentations, and other documents.

· Answer phones and greet visitors professionally.

· File, scan, copy, and maintain records.

· Serve as backup support to the Executive Assistant team.

Office & Facilities

· Maintain a clean, organized, and professional office environment throughout the day.

· Keep kitchens, breakrooms, conference rooms, and common areas neat and fully stocked.

· Load and unload dishwashers, wash dishes as needed and ensure kitchen areas remain clean.

· Clean coffee stations, refrigerators, microwaves, sinks, and countertops daily.

· Coordinate office repairs and maintenance with building management and vendors.

· Monitor office equipment and arrange service calls when necessary.

· Order and distribute building access badges.

· Conduct regular office walkthroughs to identify maintenance or cleanliness issues.

· Coordinate visitor access and office tours.

Hospitality & Employee Experience

· Set up and clean up conference rooms before and after meetings.

· Receive, organize, and distribute catered meals.

· Order and deliver food orders for executive staff daily.

· Prepare conference rooms with beverages, snacks, and supplies.

· Maintain executive mini-fridges

· Maintain coffee machines and beverage stations.

· Ensure snacks, beverages, and kitchen supplies are replenished daily.

· Support employee events, celebrations, and company meetings.

· Assist with holiday decorating and office engagement activities.

Inventory & Purchasing

· Order office supplies, kitchen supplies, snacks, beverages, and janitorial supplies.

· Maintain inventory levels for all office consumables.

· Organize storage rooms and supply closets.

· Monitor budgets for office supplies and hospitality items.

Qualifications

· 2+ years of office administration experience.

· Facilities, hospitality, or workplace services experience.

· Experience with travel arrangements, expense reports and calendar management.

· Excellent customer service mindset with a 'no task is too small' attitude.

· Strong organizational and multitasking skills.

· Ability to prioritize in a fast-paced environment.

· Excellent verbal and written communication skills.

· Proficient with Microsoft Office (Outlook, Word, Excel, Teams).

· Ability to lift up to 30 pounds and move office supplies or catering items.

· Comfortable standing and walking throughout the day.

· Self-starter with strong attention to detail.

· Professional, dependable, and positive attitude.

Education

• High School Diploma or equivalent required.