Administrative Specialist - Part Time

Administrative Specialist - Part Time

Welcome and assist guests at the building's main entrance, guiding them through digital check-in procedures, reviewing site safety and recycling guidelines, and ensuring they reach their intended contactoccasionally accompanying them to specific areas.

Submit badge requests and replacements through internal systems managed by the corporate office.

Arrange catering for meetings and team events, including setup for training sessions and company-wide gatherings; provide beverages and snacks when requested.

Monitor inventory and restock supplies for office and kitchen areas, placing orders as needed.

Maintain and organize storage spaces throughout the facility, ensuring supplies are accessible and replenished regularly.

Oversee kitchen and refreshment stations on multiple floors, keeping them stocked with essentials and healthy snack options.

Collaborate with facilities staff to schedule and prepare conference rooms for large group meetings.

Manage seasonal dcor for holidays and special occasions, including storage and setup.

Coordinate logistics and execution of internal and community-focused events such as employee celebrations and outreach initiatives.

Sort and distribute incoming mail, and manage mailbox assignments within the mailroom.

Occasionally support outdoor upkeep, including seasonal tasks like applying de-icing treatments or clearing debris from walkways.

Care for indoor plants in shared spaces, including watering and trimming as needed.

Ensure hand sanitizing stations throughout the building are regularly stocked with necessary supplies.

Serve as a designated safety lead during building evacuations, maintaining accountability for all individuals present.

Handle incoming calls to the main office line, directing inquiries to the appropriate team or department.

Prepare and send monthly internal announcements recognizing employee birthdays and work anniversaries.

Provide general front desk and administrative assistance as required.

Required :

1+ years of administrative experience.

Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint.

Strong organizational abilities with attention to detail and the capacity to manage multiple tasks effectively.

Excellent communication skills and the ability to interact professionally with diverse individuals.

Self-starter with a proactive approach to responsibilities and problem-solving.

Open to learning and adaptable to changing needs.

Professional demeanor with a collaborative and positive attitude.

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.