Administrative Assitant

Overview

Front‑desk and office admin supporting communications, supplies, and departmental tasks.

Key Responsibilities

• mail distribution
• inventory management
• shipment tracking
• phone system
• safety gear
• visitor reception

Tasks

-Sort and distribute company mail daily. -Recycle empty toner cartridges for HP and Canon printers. -Order OSHA posters through HR Direct. -Order and maintain inventory of office supplies, paper products, and toner for copy machines. -Order kitchen supplies (paper towels, cutlery, plates, soaps, dishwasher pods, dish soap, tissues, napkins, candy) via Amazon Business. -Order water, soda, and miscellaneous items online; stock first-floor closet and print receipts as required. -Manage all FedEx shipments and tracking for designated personnel. -Complete safety courses quarterly as required. -Assist with coordination and cleanup for Lunch & Learn events. -Distribute safety meeting minutes via email during the first week of each month. -Update employees’ Outlook calendars for time off and itineraries. -Support HR with tasks such as employee handbooks, auto insurance paperwork, and laminating cards. -Stock all kitchens and supply areas as needed. -Update company phone sheet and upload the current version in Teams. -Inventory and organize the first-floor code room. -Update mailboxes for new hires and maintain employee information as needed. -Order custom stamps for Constructors & Design through Complete Office. -Inventory and order safety gear (e.g., safety glasses, vests). -Operate and update a multi-line phone system; answer and direct all incoming calls. -Assist administrative, estimating, and sales departments as needed. -Maintain inventory of bottled water, coffee, tea, and condiments; place bi-weekly orders and coordinate repairs for coffee equipment. -Greet and direct all visitors to the appropriate destination. -Print binder tabs for Operations. -Prepare FedEx shipments on a daily basis and track UPS, FedEx, and USPS shipments as needed. -Print and assemble CM/PM/Safety manuals for new staff. -Provide correspondence support in MS Word. -Handle weekly CM mail distribution via FedEx Ground.

Requirements

• communication
• inventory management
• microsoft office
• organizational
• shipping

What You Bring

-Excellent communication and interpersonal skills. -Ability to manage inventory and vendor relationships. -Proficiency in Microsoft Office Suite (Word, Outlook, Teams). -Strong organizational and multitasking skills. -Familiarity with shipping processes (FedEx, UPS, USPS) preferred

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Benefits

-Transportation benefits -Medical, dental & vision -Health Spending Account (HSA) -Short and long-term disability -Critical Illness, Accident, and Hospital -401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available -Employee Assistance Program -Life Insurance (Voluntary Life & AD&D for the employee and dependents) -Time Off/Leave (PTO, Vacation or Sick Leave)

About Actalent

-Born in July 2021 by merging Aerotek’s engineering & sciences arm with EASi, Actalent emerged as a focused engineering-and-science partner. -Backed by Allegis Group, it drives scale and speed to market via contract, managed, and technical services. -Headquartered in Maryland with global reach, it deploys specialized teams across North America, Europe, and APAC on Fortune 500 projects. -Typical engagements span EV design, vaccine development, lab services, clinical research, and infrastructure systems. -Expertise covers a wide spectrum: aerospace, defense, healthcare, manufacturing, software systems, environmental and civil engineering.

Sector Specialisms