Administrative Specialist

HKA Enterprises is unable to support C2C. 3^rd party submissions and C2C requests will not be considered for any positions.

Pay per hour $26

Description:

The Senior Administrative Coordinator plays a vital role in ensuring smooth office operations and an exceptional workplace experience at client Innovation center at Optimist Hall location. This is an on-site Monday – Friday position that combines high-level administrative support with front desk coordination, making it ideal for a candidate who is both highly organized and service oriented.
In this role, the candidate will be the primary point of contact for tenants, visitors, and vendors, while also assisting multiple managers with administrative and operational tasks. The individual will help maintain an efficient, welcoming, and well-organized environment by coordinating office functions, supporting events, and handling workplace needs.

Key Responsibilities:
• Front Desk & Workplace Coordination:
o Serve as the first point of contact for visitors, ensuring a professional and welcoming environment.
o Assist tenants with administrative and facility-related requests.
o Oversee office supply inventory, vendor services, and workspace organization.
o Submit and track facility and housekeeping requests as needed.
• Administrative & Business Support:
o Provide administrative assistance to multiple managers, including scheduling, document preparation, and correspondence.
o Assist with onboarding new employees and contractors by coordinating access, equipment, and required training.
o Process vendor invoices, purchase requisitions, purchase orders and track office-related expenses.
• Event & Meeting Coordination:
o Schedule and set up conference rooms for meetings.
o Manage catering orders and ensure smooth execution of events.
o Support corporate functions by assisting with logistics and administrative needs.
• Office & Facility Operations:
o Help maintain the cleanliness and organization of shared spaces such as breakrooms and conference rooms.
o Assist with running loading, and unloading and running the dishwasher, with support from the team.
o Coordinate periodic refrigerator cleanouts in collaboration with others.

Preferred Qualifications:
• Strong proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint, etc.).
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize in a fast-paced environment.
• A proactive, problem-solving mindset with strong attention to detail.
• Experience in office coordination, administrative support, or customer service.

Working Conditions:
• On-site at Optimist Hall, providing daily administrative and workplace support (Monday –Friday).
 • Primarily an office-based role with occasional hands-on tasks (e.g., restocking supplies, organizing shared spaces).