Administrative Assistant

GREATER HOUSTON RETAILERS COOPERATIVE ASSOCIATION INC•Stafford, TX

16d•$42,000 - $45,000•Onsite

About The Position

The Administrative Assistant is responsible for providing professional front desk and administrative support while ensuring the GHRA corporate office operates in an organized, professional, and welcoming manner. This position serves as the first point of contact for employees, members, vendors, and visitors and is responsible for managing front desk activities, calls, mail, meeting coordination, office supplies, office assets, and general office maintenance. The Administrative Assistant is expected to be highly organized, dependable, professional, and responsive, with strong attention to detail and the ability to manage multiple administrative responsibilities while maintaining a positive and service-oriented environment.

Requirements

High school diploma or equivalent required; additional education or administrative training preferred.
2+ years of administrative, receptionist, office coordinator, or similar experience preferred.
Strong verbal and written communication skills.
Professional and courteous customer service skills.
Strong organizational and time-management abilities.
Strong attention to detail and accuracy.
Ability to manage multiple priorities and meet deadlines.
Proficiency in Microsoft Office, including Outlook, Word, and Excel.
Ability to maintain confidentiality and exercise good judgment.
Ability to work independently while also supporting a team.
Reliable attendance and punctuality are essential.

Nice To Haves

additional education or administrative training preferred

Responsibilities

Serve as the primary point of contact at the corporate office reception area.
Greet and assist employees, members, vendors, visitors, and guests in a professional and courteous manner.
Answer, screen, and direct incoming telephone calls and messages.
Ensure the front desk is staffed and covered during business hours.
Maintain a professional, organized, and welcoming reception area.
Assist visitors with sign-in procedures and direct them to the appropriate employee or department.
Coordinate day-to-day administrative needs of the corporate office.
Monitor the condition and appearance of common areas, conference rooms, kitchen, reception area, and other office spaces.
Coordinate office maintenance, repairs, service requests, and building-related issues as needed.
Communicate office maintenance concerns to the appropriate vendor, building management, or internal contact.
Ensure office areas are properly stocked, organized, and maintained.
Support office moves, setups, special projects, and other administrative needs.
Receive, sort, log, and distribute incoming mail and packages.
Maintain an accurate mail and package log when required.
Prepare and coordinate outgoing mail and packages.
Ensure time-sensitive or confidential correspondence is promptly routed to the appropriate individual.
Coordinate courier services and deliveries as needed.
Schedule internal meetings, conference rooms, and appointments as requested.
Coordinate meeting room setup, including seating, materials, refreshments, and technology needs.
Maintain meeting room calendars and help prevent scheduling conflicts.
Assist with preparation and coordination of company meetings and events.
Provide administrative support for leadership meetings as assigned.
Coordinate monthly employee celebrations and office recognition activities.
Maintain an annual calendar of employee birthdays, anniversaries, holidays, and other office celebrations.
Coordinate food, refreshments, decorations, supplies, and logistics for celebrations.
Work with vendors and internal departments to ensure events are organized and completed within approved budgets.
Support employee engagement activities and special office events.
Maintain adequate inventory of office supplies, kitchen supplies, and other commonly used administrative items.
Monitor supply levels and identify replenishment needs.
Place approved orders and coordinate delivery of supplies.
Maintain organized supply storage areas.
Monitor usage and help control unnecessary or excessive supply expenses.
Maintain records of recurring office supply orders and vendors.
Maintain an inventory of corporate office assets and equipment.
Track assignment, location, and status of office equipment and assets.
Coordinate the distribution, relocation, return, or disposal of office assets as directed.
Maintain accurate records of office furniture, equipment, and other assigned assets.
Coordinate with IT and other departments regarding equipment needs and transfers.
Report missing, damaged, or unaccounted-for assets to management.
Provide general administrative support to the Director of HR & Administration and other leadership as assigned.
Prepare documents, correspondence, forms, spreadsheets, and other administrative materials.
Assist with copying, scanning, filing, and maintaining administrative records.
Maintain confidentiality of company, employee, member, and business information.
Assist with special projects and other administrative assignments as needed.
Support other departments with administrative needs when appropriate.