Associate, Administrative Services

HITT Contracting Inc.•Raleigh, NC

10d•Onsite

About The Position

The Administrative Services Associate is part of the Administrative Services team and reports to the Office Manager. The role supports administrative and catering needs for Headquarters, Co|Lab, and The Shed. It works with members of HITT’s executive leadership team and calls for a professional demeanor, urgency, strong customer service and hospitality, attention to detail, teamwork, and the ability to solve problems proactively while working at a fast pace and remaining calm. The position handles catering and concierge services, including event setup and coordination, pantry operations, supplies, and support for internal events. It also provides administrative support for office and cubicle signatures and prepares and ships personal protective equipment (PPE) for new hires, maintaining the associated onboarding tracker. The position is fully on-site and is not eligible for remote work.

Requirements

High school degree.
Proficiency in Microsoft Office, especially Word and Outlook.
Knowledge of basic clerical and administrative procedures.
Knowledge of customer service principles and practices.
Basic reading and writing skills.
Excellent verbal communication skills.

Responsibilities

Execute catering requests assigned by the Office Manager.
Coordinate with the Office Manager on logistics for large catering events.
Manage event linens, including dressing tables as needed, removing linens, washing, drying, and storing them.
Set up food and organize conference rooms for requested events.
Request support from the Facilities Manager when specific furniture arrangements are needed for event spaces.
Communicate with event organizers to ensure event details are covered.
Coordinate with the Facilities Manager to request catering-item pickup or delivery support as needed.
Maintain pantry operations, including restocking and servicing coffee brewers as needed.
Coordinate with the Office Manager to support internal events requested by the Events team and Team Member Engagement team.
Collaborate with Administrators to prepare promotional items for events and marketing requests.
Purchase catering-closet inventory and other supplies needed for event support.
Set up beverages for catered events; collect coolers from the Warehouse, fill them with ice and beverages, empty and clean them after events, return them to the Warehouse, and inventory returned beverages for cost-transferring.
Book conference-room setup time before events and breakdown time afterward.
In collaboration with the Office Manager, install and remove office and cubicle signatures for new hires or relocations and report discrepancies between the physical layout and electronic Staff map.
Use the New Hire Onboarding report to prepare PPE for local and regional new hires.
Prepare and ship PPE to regional new hires in time for orientation and communicate shipment details to regional office administrators for tracking.
Update the New Hire Onboarding tracker to support timely PPE shipments and signature installations or removals at offices and cubicles upon hire or departure dates.