Administrative Assistant

Location: Horsham PA (Onsite)

Duration: 6 months with strong potential for extension

Job ID: 1262-1

Job description

We are seeking a reliable and organized Administrative Assistant to support daily onsite office operations and help create a positive workplace experience for employees and visitors. This role plays an important part in ensuring efficient office operations through administrative support office coordination event assistance and light project and bookkeeping activities.

Key Responsibilities

Administrative Support & Office Operations

Support daily office operations and provide general administrative support as needed.

Ensure meeting rooms are clean organized stocked and ready for use and assist with room scheduling and coordination as needed.

Support visitor check-in and help create a welcoming onsite experience.

Maintain office and kitchen supplies including purchasing stocking and inventory management.

Assist with the coordination and execution of office events and activities both onsite and offsite.

Coordinate office support needs including holiday décor setup and breakdown.

Assist with monthly newsletter creation and other employee communications.

Maintain organized files records and administrative documentation.

Project & Bookkeeping Support

Provide administrative and project support for the Horsham office and assist other U.S. branch locations as needed (no travel required).

Set up projects in company systems and ensure timely processing of information.

Create subcontractor agreements and process change orders.

Submit subcontractor invoices for processing.

Submit requests for new vendor and customer setup including subcontractor pre-qualification support.

Qualifications

2 years of administrative office coordination receptionist or office management experience preferred.

Strong organizational communication and customer service skills with the ability to manage multiple priorities effectively.

Proficiency in Microsoft Office (Word Excel Outlook and PowerPoint); experience with Microsoft Teams and SharePoint preferred.

High attention to detail accuracy and the ability to work independently with minimal supervision.

Ability to learn new systems and processes quickly and take initiative in a fast-paced environment.

Experience with general office equipment and basic accounting invoicing or bookkeeping support preferred.

Strong attendance reliability and a positive team-oriented attitude.

Physical Requirements

Ability to lift and move office supplies and materials up to 25 pounds.

Ability to walk throughout the office and assist with event setup and breakdown activities.