Pay Range: $18/Hr.- $24/Hr.
Shift: (Part-Time) Monday – Thursday from 8:00 AM – 4:00 PM
We are seeking a highly organized, detail-oriented, and proactive Part-Time Front Desk Administrative Assistant to support our operations team and help ensure the smooth day-to-day functioning of our office. This role combines front desk reception with administrative and operational support, including welcoming visitors, scheduling part-time field staff, managing calendars, assisting with office operations, providing basic tech support, and coordinating a variety of tasks.
This is a part-time, on-site role requiring in-person presence Monday through Thursday. The ideal candidate is friendly and solution-oriented, thrives in a fast-paced environment where no two days look the same, and enjoys anticipating needs and jumping in to help wherever needed to keep operations running smoothly.
Responsibilities:
• Manage the reception desk, providing a friendly greeting to visitors, answering and directing phone calls, taking messages, conducting facility tours, and processing incoming and outgoing mail.
• Build and manage shift schedules for part-time field staff in the scheduling app, strategically assigning employees based on capabilities, availability, and project needs. Coordinate coverage with Project Coordinators and the Facility Supervisor for test prep, warehousing, test execution, and other tasks.
• Maintain the Consumer Testing Calendar, confirming site availability, updating projects based on sales requests, and monitoring project status to ensure accurate visibility.
• Assist the operations team and part-time staff with time entry, training, and technology support as needed.
• Support project A/V needs, including creating client accounts and editing videos in the internal A/V system.
• Update reports and maintain the field operations project tracker to allow Project Coordinators and the Operations Director to monitor billable time for active projects against the allocated budget. Assist with filing PCCs (Project Change Control requests) or other change documentation as needed.
• Provide critical support to the Operations Director, including scheduling, meeting notes, time tracking, expense reporting, filing, scanning/copying documents, and assisting with office events.
• Assist with special projects, including procurement, on-site research support, administrative tasks, culture committee event setup and cleanup, and other organizational needs as required.
• Stock, organize, and assist with general office cleaning to maintain a clean and orderly environment.