What are the responsibilities and job description for the Administrative Support Specialist position at BayOne Solutions?
Join our dynamic team as an Administrative Support Specialist! In this role, you will play a crucial part in ensuring our office runs smoothly and efficiently. Your responsibilities will include :
- Reception and Visitor Management : Oversee the reception area, manage visitors (including NDA compliance), and ensure a warm welcome for employees and guests.
- Logistical Coordination : Assist with logistics including vendor escorts, daily catering needs, mail distribution, and office / team events.
- Filing System Maintenance : Manage and organize both electronic and physical filing systems through filing and scanning.
- Office Appearance and Functionality : Ensure the overall appearance of the office is maintained by interfacing with various vendors and building engineers.
- Meeting Coordination : Assist in scheduling and organizing meetings, including arranging catering and follow-up for vendors.
- Equipment Monitoring : Keep track of office equipment such as printers, coffee machines, refrigerators, and beverage coolers to ensure they are functioning properly.
- Space Management Support : Assist with office layout, seating assignments, and furniture reconfigurations.
- Maintenance Communication : Help in sending out schedules and communications related to maintenance work.
- Communication Preparation : Draft monthly newsletters and office event announcements.
- Onboarding and Offboarding Support : Coordinate with the Onboarding Team for new hires, prepare workspaces, and manage personal belongings during terminations.
- New Hire Breakfast Setup : Organize the New Hire Monday Breakfast events.
- Office Inventory Management : Oversee inventory levels for kitchen supplies, stationery, and first aid items. Order as needed and ensure restocking and organization.
- Ad Hoc Task Support : Engage in preventive maintenance inspections, event coordination, and respond to various administrative inquiries.
If you're looking to contribute to a vibrant office environment and have a passion for organization and detail, we want to hear from you!
