Administrative Assistant - Front Desk

Forj Medical•Arden Hills, MN

2d•Hybrid

About The Position

The Front Desk Administrative Assistant serves as the first point of contact for visitors, employees, and callers. Through the use of excellent communication skills, strong organizational abilities, and the capacity to manage multiple tasks efficiently, the incumbent ensures smooth front-of-house operations, provides general administrative support, and maintains a professional and welcoming environment.

Requirements

At least 1 year of administrative or hospitality experience
Proficiency in Microsoft Office Suite and basic office technologies
Strong customer service orientation and communication skills
Ability to manage multiple tasks in a highly organized manner
Professional demeanor and ability to handle confidential information
Must be authorized to work in the United States.

Responsibilities

Greet visitors, manage incoming calls, and answer general employee inquiries.
Maintain the lobby and reception area, including lobby displays, to ensure a clean, organized, and welcoming environment.
Manage incoming and outgoing mail, including postage meter operation and coordination of package delivery.
Assist with scheduling recurring meetings and supporting all‑employee communications.
Manage temporary employee badges, ensuring site accessibility and security.
Manage the publications available in the lobby, including tracking subscriptions and flagging articles of special interest.
Prepare basic correspondence, forms, and materials and provide general administrative support across departments.
Assist with sorting, distributing, and filing documents.
Make routine travel arrangements (e.g., flight, hotel) as needed.
Sign for deliveries and manage front desk interactions with vendors.
Serve as a point of contact for vendors such as First Choice Coffee, Iron Mountain, Plunkett’s, and Plantscape.
Submit facility tickets for issues such as maintenance needs, sidewalk ice removal, and lobby repairs.
Maintain office supply levels, track costs, and restock shared spaces including refrigerators.
Assist in preparing workspaces for new employees and contractors.
Assist with event coordination, including for anniversary lunches, customer meeting lunches, and internal team events, through room setup, food ordering, and logistics.