Operations Admin/Front Desk Assistant

Front Desk & Client Reception

• Client Reception: Serve as the primary contact at the front desk, greeting and receiving clients, candidates, and guests. Coordinate their entry and escort them to meeting rooms or the appropriate parties.

• Phone Communication: Answer and direct incoming calls via the main phone line. Responsibilities include call forwarding, addressing inquiries, employment verifications, and follow-up as needed. (Note: Call volume is typically low.)

• General Office Support: Serve as a general point of contact for office-related inquiries and needs. Resourcefulness and knowledge of office functions will develop over time.

• Lunch Coordination: Manage lunch orders and distribution for client meetings, employee teams, or candidates.

• Mail & Package Handling: Receive and distribute mail and packages, particularly on key shipping days (Mondays and Fridays). Assist with packaging and shipping as necessary.

• Office Supplies & Cleanliness: Ensure the front office is stocked, organized, and presentable for guests and employees.

Business Development Support

• Resume Updates: Help update candidate resumes for client presentations. Ensure that resumes are formatted correctly, error-free, and up-to-date with the latest information.

• Pipedrive Support: Maintain and update the Pipedrive CRM, ensuring that leads, contacts, and deals are accurately entered and tracked. Follow up on task reminders within Pipedrive and assist with reporting.

• Greenhouse Application Support: Assist with candidate applications within Greenhouse as needed.

• File Management & Archiving: Organize and maintain both physical and digital files. Ensure proper archiving of important documents and records and assist in retrieving files when needed.

• Document Preparation: Support the business development team with document preparation for client meetings, proposals, and presentations.

• Client Outreach: Help schedule client follow-ups, meetings, and other outreach efforts to support the business development pipeline.

• Support for Statements of Work (SOWs): Assist Account Managers with preparing, editing, and formatting Statements of Work (SOWs). Ensure all necessary information is accurate and the document is ready for client presentation and execution.

Marketing, Sales, and Account Management Support

• Events: Assist in planning and executing company events as needed, including client meetings, internal employee functions, and webinars. This includes coordinating logistics, managing RSVPs, and ensuring smooth operations on the event day.

• Webinar Support & Marketing: Collaborate with the marketing team to create promotional materials for webinars, help manage invitations and participant lists, and provide logistical support during live events.

• Media Creation: Create digital content, such as flyers, social media posts, and promotional materials, to support marketing and business development initiatives.

• Wall of Fame Project: Own maintaining the "Wall of Fame," updating it regularly with achievements, new employee recognition, and other company milestones.

Office Administrative Support

• Thank You Notes/Gifts: Coordinate thank-you notes and gifts for clients in collaboration with the appropriate team.

• Plant Service Coordination: Oversee communication with plant service providers. Identify when plant care or replacements are needed.

• Wall of Fame & Monthly Lunch: Maintain the "Wall of Fame" and track the details of new employees (e.g., baby announcements) for presentation during monthly lunches.

• Conference Room Maintenance: Ensure conference rooms (200/210) are well-maintained, including cleaning whiteboards and restocking supplies.

• Office Supplies Management: Keep areas stocked with snacks and office supplies. Monitor printers in all suites for paper and toner levels.

• Daily Office Walk-Through: Conduct a daily check for office cleanliness, ensuring general tidiness and addressing any areas needing attention.

Required Skills:

• Hospitality and People Skills: Warmly greet clients, guests, and candidates to create a welcoming and professional environment. Foster positive interactions to ensure excellent experiences.
• Administrative & Organizational Skills: Multitasking, time management, and attention to detail for tasks like file management, SOW preparation, and daily office upkeep.
• Strong Communication & Soft Skills: Professional interpersonal, phone, and written communication skills for client and internal interactions.
• Technical: Proficient in Microsoft Office, tech-savvy, and able to learn CRM (e.g., Pipedrive), ATS (e.g., Greenhouse), remote deposit tools, and basic digital media creation.
• Team Collaboration: Ability to work effectively with business development, account managers, and marketing teams.
• Proactiveness & Resourcefulness: Able to quickly adapt to office needs and identify areas for improvement.

This position is ideal for someone who enjoys keeping things running smoothly behind the scenes while fostering a welcoming and professional office environment. Join us to play a key role in our team's success!