Office Assistant en Affiliated Distributors (AD)

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:

1. Front Desk Support:

a. Greet visitors by making them comfortable and notifying the appropriate contact. Prepare visitor signage for display on the lobby screen, as needed.

b. Answer phones, route calls and voicemails, sort and distribute mail.

c. Scan and log incoming checks.

d. Coordinate front desk coverage and calendar holds during breaks and time off.

e. Administer AD’s shipping program including preparing, tracking, and coding company shipments and notifying associates of any incoming shipments.

2. Office/Facility Administration:

a. Maintain clean, safe, well-stocked and organized office environment.

b. Order all office and facility-related supplies including but not limited to cleaning supplies, stationery, office supplies, fresh fruit, snacks, coffee, tea, beverages, etc.

c. Interface with copy machine, shipping, mail, and other vendors.

d. Be primary liaison with building property manager and maintenance staff to ensure the office runs at optimum level.

e. Partner with contractors and furniture vendors on any office improvements. This includes gathering proposals, coordinating timelines, communicating with associates, supporting installations and processing invoices.

3. Seating Coordination

a. Coordinate cubicle assignments for offsite associates when visiting ADHQ.

b. Maintain and update the ADHQ seating resources as needed.

c. Clear and clean any newly vacated cubicle or office space to prepare for future seating needs (new hires, visitors, remote staff, etc.).

4. AD Associate Events

a. Plan and support associate events (summer, fall, and winter gatherings; celebrations; contests)

b. Lead the AD Corporate Events Committee, including scheduling, researching venues, and managing logistics.

c. Support the HR team on companywide events by executing on any necessary facilities, seating, programming, and setup/breakdown needs.

5. Invoice & Expense Management

a. Reconcile orders, receipts, and other transactions on corporate American Express.

b. Process all facility related invoices, coding to the correct G/L account and submitting to Accounting for processing and payment.

c. Own and manage the Facilities budget for headquarters office, including forecasting, tracking spend, and identifying opportunities for cost optimization.

6. New Hire Onboarding Support

a. Order business cards and name plates in compliance with company branding.

b. Prepare workstations for new associates, including office supplies and branded resources.

7. Perform all other tasks, duties and responsibilities as directed by supervisor. This may also include ad-hoc projects, as assigned.

Requirements

Knowledge, Skills, and Abilities:

1. Customer Service: Exceptional service orientation, positive and professional communication (in person and phone).

2. Organization: Strong attention to detail, ability to multitask, prioritize, and follow through.

3. Communication: Clear written and verbal communication skills.

4. Problem-Solving & Initiative: Proactive, resourceful, and able to work independently in a fast-paced environment.

Qualifications:

1. 1-2 years of administrative, customer service or front desk experience, ideally in a corporate setting).

2. Proficient in Microsoft Office: Intermediate Outlook (calendar, email, etc.), Excel (basic formulas, formatting, etc.), Word, and PowerPoint skills.

3. Ability to lift and carry up to 30lbs.

Additional Comments:

1. This position is based in Wayne, PA with standard business hours of Monday – Friday 8:00 a.m. – 5:00 p.m.

2. Occasional overtime may be required (before and after standard business hours)

3. Travel: 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. At AD, we support a collaborative and inclusive environment. We value open participation from individuals with different ideas, experiences, and perspectives which we believe make AD a better place to work.