Front Desk Specialist

Amaya Solutions, Inc.•Plant City, FL

12h

About The Position

The Administrative Assistant provides day-to-day support by performing a variety of administrative and clerical tasks. This role ensures smooth operations through effective scheduling, travel coordination, internal communication, and general team support.

Requirements

High school diploma or equivalent required; Associate’s degree preferred.
2+ years of administrative or office support experience, ideally supporting a fast-paced team
Strong verbal and written communication skills.
Excellent organizational skills and attention to detail.
Proactive and resourceful; able to manage multiple tasks with minimal supervision.
Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning new systems.
Friendly, helpful attitude and a willingness to support team members.
Valid driver’s license and reliable transportation for occasional errands.

Responsibilities

Answer and direct calls, take messages, and manage incoming and outgoing mail and packages.
Prepare shipment paperwork by printing documents from SAP and SDS forms.
Enter shipment data into SAP and maintain accurate electronic records.
Assist with shipment tracking and reporting.
Provide administrative and clerical support, including typing, filing, and completing forms.
Operate office equipment (copiers, scanners, phones, computers, etc.).
Prepare and organize documents, reports, and records based on instructions.
Maintain organized filing systems (digital and physical) for sales documents and records.
Respond to internal and external inquiries with professionalism and accuracy.
Prepare basic reports, agendas, and meeting notes as required.
Order and maintain office and team supplies.
Support the onboarding of new team members, including desk setup and supply coordination.
Provide support with scanning and processing documents for designated departments.
Assist with scanning shipping documents and verifying the receipt of laboratory articles.
Assign designated lab numbers to incoming shipments and notify the lab department upon arrival.
Maintaining the inventory closet of giveaways, brochures, and tradeshow materials
Pulling, preparing, and coordinating tradeshow assets for shipment—and organizing materials upon return
Ordering and supporting in-person events, including food orders, setup, and general logistics (printing)
Ordering and maintaining event supplies, including coffee, cups, drinks, snacks, plates, etc.
Perform other related duties as assigned.