Office Associate

Persistent Systems•Pinehurst, NC

1d•$19 - $24•Onsite

About The Position

Persistent Systems is seeking a dependable, proactive Office Associate to provide company-wide administrative support from our Pinehurst, NC office. As the front-desk representative, you’ll serve as the first point of contact for the company’s customers, vendors, job applicants, and other visitors – setting a professional, welcoming tone. You’ll be a key company resource, supporting a variety of departments including Human Resources, Sales, and Programs, and playing a vital role in keeping office operations running smoothly. This role requires initiative, accountability, and the ability to follow through independently. To succeed, you must demonstrate strong organizational and time-management skills, communicate with clarity and professionalism, and maintain a positive, team-oriented attitude while managing a diverse range of responsibilities in a fast-paced, dynamic environment.

Requirements

High school diploma or equivalent
2 years of experience providing administrative/office support
Experience with travel coordination
Experience handling confidential/sensitive information with appropriate discretion
Proficiency in Microsoft Office 365
Must be able to lift 20lbs
Must be able to work from the company’s Pinehurst, NC office location on a full-time basis

Nice To Haves

Associate or bachelor’s degree
Experience providing administrative support in growing, fast-paced organization

Responsibilities

Answer and route calls received through the company’s main line
Receive and check in all office visitors, ensuring compliance with security policies and procedures
Maintain a professional and welcoming front-desk and office environment
Monitor and replenish office and pantry supplies, as necessary
Empty common area trash receptacles and coordinate trash and recycling management when on-site support is unavailable
Order food, beverages, and groceries to support office operations and events
Support adherence to office health and safety protocols by monitoring compliance with established guidelines, communicating safety practices to staff and visitors, managing personal protective equipment inventory, and assisting with health screenings or other related procedures as required
Maintain visitor logs by accurately recording all guests’ check-ins and check-outs, verifying identification, and ensuring all visitor protocols and security measures are followed
Schedule and coordinate meetings, including room setup, catering, and reservations when necessary
Manage calendars to avoid conflicts and support efficient meeting scheduling
Coordinate logistics for employee events and internal gatherings
Prepare and distribute written correspondence to internal and external stakeholders
Distribute company-wide updates and internal communications as needed
Receive, log, and distribute all incoming mail and packages
Prepare and ship outgoing packages and ensure proper tracking
Assist with arranging travel for employees and job candidates
Assist with coordinating office cleaning tasks, including preparing and managing a cleaning schedule for employees to maintain shared equipment such as coffee machines
Collaborate with the Facility Security Officer to support access control, compliance needs, property maintenance, repairs, and overall facility upkeep to ensure a safe, secure, and well-functioning work environment
Support the management of vendor contracts for office services such as cleaning, janitorial supplies, and water delivery
Conduct regular office walkthroughs to ensure cleanliness and readiness, including checking common areas, conference rooms, kitchen, and refrigerator; promptly address any issues such as expired food or clutter; coordinate with cleaning services as needed to maintain a tidy, safe, and welcoming environment
Proactively identify opportunities to improve office operations and recommend updates to company policies or procedures
Assist with various other administrative and office support tasks as assigned