Front Desk Admin Assistant

Visit Phoenix•Phoenix, AZ

About The Position

The Front Desk Admin Assistant serves as a primary point of contact for visitors and guests, setting the tone for the workplace by creating a professional, welcoming, and service-oriented environment. This role ensures the office remains organized, responsive, and productive, contributing directly to a positive team member and guest experience. In addition, the Front Desk Admin Assistant plays a vital role in ensuring seamless day-to-day operations. This position is responsible for managing administrative functions that keep the office running efficiently and effectively. Working across departments, the Front Desk Admin Assistant supports staff by maintaining office supplies and equipment, coordinating vendors, managing facility needs, overseeing vehicle maintenance and service schedules, and handling communication logistics.

Requirements

3 years of experience in administrative, office coordination, or related support roles.
Associate’s degree preferred or equivalent years of experience.
Must be flexible and willing to adjust to changing conditions, circumstances, and priorities.
Ability to prioritize with good attention to detail, self-starter with strong organizational skills.
Maintain a calm disposition in the event of an emergency
Proficient oral and written communication skills.
Proficient computer skills including MS Windows & MS Office (Word, Excel, and PowerPoint)

Nice To Haves

Customer Relationship Management (CRM) experience is a plus.
Hospitality industry experience a plus

Responsibilities

Office Operations & Administration Welcome and assist visitors, providing information and ensuring a positive guest experience.
Maintain office supply inventory; proactively order and restock as needed.
Serve as the primary point of contact for facilities issues and coordinate with maintenance and service providers.
Assist the Accounting team with daily bank deposits and check runs as needed.
Receive, sort, and distribute mail and deliveries.
Enter visitors into building security system and provide parking validation as needed.
Validate office-related expenses and submit for approval.
Oversee vehicle logbooks and conduct weekly vehicle inspections; collaborate with your manager to address maintenance needs promptly.
Ensure common areas (kitchen, meeting rooms, front desk) organized, and fully functional.
Liaise with external vendors and service providers to ensure timely and cost-effective services.
Identify cost-saving opportunities and recommend process improvements.
Manage projects effectively by coordinating timelines, tracking deliverables, and communicating updates clearly with internal teams and external partners.
Demonstrate strong written and verbal communication skills to ensure clarity, alignment, and responsiveness across departments.
Support special projects and additional administrative duties as assigned.
Field general team member requests related to the office environment or resources; manage Office Support shared inbox.
Coordinate internal communications (e.g. announcements, calendars, notices).
Provide ad hoc administrative support to departments as needed.
Assist HR as needed with onboarding logistics for new hires, including desk setup, supplies, and access.