Administrative Associate - GA, On Site

About Us

Vensure Employer Solutions is the largest privately held organization in the HR technology and service sector, providing a comprehensive portfolio of solutions, including HR/HCM technology, managed services, and global business process outsourcing (BPO). The company and its service providers collectively serve over 95,000 businesses and process over $135B in annual payroll. As a "One Employer Solution” headquartered in Chandler, Arizona, Vensure helps thousands of businesses streamline and grow their operations with custom strategies that benefit both employers and employees. Find out more by visiting www.vensure.com .

Position Summary

The Administrative & Facilities Associate provides front desk, office administration, and employee support while serving as a flexible facilities support resource. This role is primarily responsible for administrative operations, visitor and new hire support, office supply coordination, mail handling, scanning projects, and office event support. The position also supports facilities operations by coordinating building access, submitting and tracking facilities requests, managing common-area supplies, coordinating with vendors and janitorial partners, and providing coverage or support for the Facilities Manager when business needs require.

Essential Duties and Responsibilities

• Serve as a first point of contact for visitors, clients, new hires, and employees by greeting guests professionally, answering inquiries, and directing individuals to the appropriate contact or location.
• Manage front desk operations, including answering and routing incoming phone calls, documenting messages, and asking appropriate questions to determine the correct routing or escalation.
• Sort and distribute incoming mail, coordinate outgoing mail needs, and support document scanning projects by ensuring documents are accurately scanned, organized, and stored.
• Maintain office supplies and common-area inventory, including ordering and restocking supplies for offices, kitchens, restrooms, conference rooms, and other designated areas based on location needs.
• Provide administrative support to Executive leadership and department leaders by completing assigned requests, coordinating logistics, preparing information, and supporting office-based priorities.
• Coordinate office events, meetings, conference room readiness, and holiday or engagement activities, including setup, refreshments, supplies, and post-event organization.
• Support a welcoming and inclusive office environment by assisting employees, guests, vendors, and leaders in a professional, service-oriented manner.
• Administer or support building access processes, including activating and deactivating access fobs or badges, coordinating visitor access, and escalating access concerns as applicable by location.
• Serve as an on-site point of contact for new hire office tours, visitor coordination, and initial workplace orientation support in partnership with Internal HR.
• Collaborate with Internal HR and facilities partners on onboarding and offboarding activities that require office access, seating, equipment coordination, workspace readiness, or related administrative support.
• Submit, monitor, and follow up on facilities or maintenance tickets with property management, vendors, janitorial partners, or internal facilities resources to support timely resolution of office issues.
• Assist with facilities coverage when the Facilities Manager is unavailable or requires support, including coordinating vendor visits, communicating building updates, escalating urgent issues, and documenting follow-up

items.

• Monitor office cleanliness and common-area readiness by coordinating with janitorial staff and escalating concerns related to restrooms, kitchens, conference rooms, entrances, and shared spaces.
• Support light facilities tasks, such as restocking supplies, coordinating conference room setup, assisting with event setup and take down, and identifying building or equipment concerns that require follow-up.
• Run company-related errands using the company vehicle, including airport transportation, lunch pickups, office supply runs, bank deposits, executive requests, and other business-related tasks.
• Maintain regular on-site attendance as an essential job function due to the need for front desk coverage, in-person employee and visitor support, building access coordination, and hands-on involvement in office and facilities operations.

Marginal Functions

• Attend webinars, trainings, or team meetings to stay current on company, administrative, and facilities processes.
• Perform routine maintenance and cleaning tasks, including minor repairs, unclogging toilets, and disinfecting common areas to maintain a clean, safe, and professional work environment.
• Support special projects related to office organization, records, employee experience, facilities coordination, or departmental priorities.
• Perform other duties as required to accomplish the objectives of the Department.

Knowledge, Skills, and Abilities

• Strong organizational and project coordination skills, including the ability to prioritize multiple assignments, follow through on requests, and maintain accurate records. • Excellent interpersonal and communication skills with the ability to interact professionally with employees, leaders, visitors, vendors, property management, and third-party service providers.
• Ability to provide responsive customer service and use sound judgment when determining whether to resolve, route, or escalate questions, complaints, or facilities concerns.
• Ability to work independently with limited guidance while maintaining a high level of accuracy, discretion, and attention to detail.
• Ability to establish and maintain effective working relationships across departments and with different levels of leadership.
• Ability to coordinate office services, supplies, building access, meeting support, and facilities follow-up in a fastpaced office environment.
• Demonstrated flexibility and adaptability when supporting changing office, administrative, facilities, and employee needs.

Required Education & Experience

• High school diploma or equivalent combination of experience, skills, and education, including relevant non

traditional degree programs, certifications, or job training programs, required.

• At least 1 year of administrative, reception, office coordination, facilities support, or related experience preferred.
• Experience answering phones, greeting visitors, routing inquiries, and supporting office operations preferred.
• Experience coordinating with vendors, property management, janitorial staff, or facilities partners preferred.
• Proficiency with Microsoft Office software, including Outlook, Microsoft Teams, Excel, and Word, and demonstrated ability to learn other applications as needed.

Required Licenses and/or Certifications

This position requires a valid, non-restricted driver’s license.

Physical, Mental, & Communication

Demands The following physical, mental, and communication demands are representative of those that must be met by an employee to successfully perform the essential functions of this position, with or without reasonable accommodation. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform these essential functions. Physical Demands:

• Sedentary Work: Frequently involves sitting for extended periods, often at a desk or computer.
• Manual Dexterity: Frequent use of hands and fingers to operate a computer keyboard, mouse, phone, copier, scanner, access systems, and other standard office equipment.
• Mobility: Frequent walking or traversing throughout the office to greet visitors, prepare meeting spaces, coordinate supplies, meet with vendors, and address building or workspace concerns. Must be able to balance, stoop, kneel, crouch, reach, grasp, handle, lift, carry, push, pull, see, talk, hear, sit, walk, and stand as needed to perform office and light facilities support tasks.
• Visual Acuity: Ability to read and analyze information on a computer screen and in printed materials, with or without reasonable accommodation.
• Lifting & Carrying: Must be able to lift, carry, push, or pull office supplies, mail, records, event materials, and related items up to 25 pounds occasionally. Mental Demands:
• Attention to Detail: High level of accuracy required when routing calls, managing access-related information, tracking facilities requests, and organizing documents or supplies.
• Problem-Solving: Ability to assess routine office and facilities issues, identify appropriate resources, and escalate urgent or complex matters to leadership.
• Multitasking: Ability to manage front desk coverage, administrative requests, office events, supplies, vendors, and facilities follow-up simultaneously.
• Decision-Making: Ability to use sound judgment when prioritizing requests, coordinating coverage, and determining when facilities concerns require escalation.
• Stress Management: Ability to respond calmly and professionally to urgent office needs, employee concerns, visitor issues, or building-related interruptions. Communication Demands:
• Interpersonal Skills: Strong ability to build relationships and communicate effectively with employees, managers, visitors, vendors, property management, and third-party service providers.
• Cultural Sensitivity: Communicate with individuals from diverse cultural backgrounds, demonstrating cultural awareness and sensitivity.
• Written Communication: Prepare clear and concise documentation, including emails, notes, access updates,

ticket follow-up, supply updates, and project status information.

• Verbal Communication: Provide clear instructions, updates, and follow-up information to employees, leaders, guests, vendors, and facilities partners.
• Virtual Communication: Regular use of email, phone systems, video conferencing, and digital collaboration tools to coordinate administrative and facilities support activities.

Environmental Conditions

This position is performed primarily in a professional office environment and requires regular use of computers and standard office equipment. The work setting is climate-controlled with typical office lighting and low to moderate noise levels. The role involves extended periods of screen time, frequent in-person collaboration, front desk coverage, movement throughout the office, and occasional exposure to common-area facilities issues, supply rooms, kitchens, restrooms, vendors, or property management activities. Occasional local travel may be required to pick up office supplies, support office and facilities operations, visit nearby vendors, make bank or mail runs, and perform other business-related errands. Travel is typically conducted during normal business hours and may require operating a personal or company vehicle.

This position is eligible for the following benefits:

Health Insurance: Medical, dental, and vision coverage

Retirement Plan: 401(k) with company match

Paid Time Off: PTO, Holidays, Parental leave and Sick Leave provided as required by applicable state law

Other Benefits: Life insurance, short term disability, long term disability, employee assistance program (EAP), flexible spending account (FSA), health savings account (HSA), Identity theft protection, critical illness, accident, cancer, hospital protection, legal and pet insurance.

Additional Compensation: [e.g., signing bonus, commission structure] if applicable