Office Assistant

Job Title: Office Assistant
Location: Southfield, MI, 48075
Duration: 5+ months Assignment
Shift/Hours: 25hrs/week
Work Model: Part time, 8:00am EST to 1:00pm EST,
 
Responsibilities can increase over time as well as hours.
 
Summary:

• Office Assistant will sit at the reception desk of the Southfield, MI office. Experience using Microsoft software, Outlook calendaring, PowerPoint, word, excel, teams.
• Knowledge of Canva software helpful. Interaction with employees and guests, knowledge of answering a locked door/suite.
• Assist Office Administrator with events, tasks, lunches, meetings, Instacart orders.
• Responsible for stocking office/coffee supplies and assist with ordering supplies and cleaning after meetings, wiping down tables, putting leftovers in refrigerator.
• Completing daily morning conference room and kitchen checks to make sure everything is stocked and ready for the day.

Responsibilities:

• The Office Assistant plays an important role in creating a welcoming, organized, and well-maintained workplace for employees, clients, and visitors.
• This position provides day-to-day administrative and operational support for the office, including maintaining shared spaces, coordinating catering and meetings, managing office supplies, supporting fleet vehicle reservations, and assisting with office events and other workplace needs.
• The ideal candidate is highly organized, dependable, service-oriented, and comfortable working in a fast-paced environment where priorities may change throughout the day.
• This individual should take pride in anticipating the needs of others, maintaining professional office standards, and providing a positive experience for employees and guests.

Key Responsibilities:
Administrative & Customer Service Support.

• Provide friendly, professional, and responsive assistance to employees, visitors, vendors, and other office guests.
• Respond to employee requests and help identify solutions or appropriate resources.
• Assist with mail, packages, deliveries, printing, shipping, and other general office services as needed.
• Assist with new employee preparations, including workspace readiness and office-related onboarding needs, as requested.
• Provide backup coverage and additional administrative support as business needs require.

Office & Workplace Support.

• Perform routine walkthroughs of the office to ensure common areas are clean, organized, stocked, and ready for employee and guest use.
• Maintain breakrooms, coffee stations, conference rooms, collaboration spaces, supply areas, and other shared office spaces throughout the day.
• Clean and reset conference rooms following meetings, including removing catering items, wiping down tables and surfaces as needed, arranging chairs, and preparing rooms for the next meeting.
• Stock and replenish beverages, snacks, paper products, utensils, coffee supplies, and other breakroom and hospitality items.
• Monitor office supplies and inventory levels and place orders as necessary.
• Receive, organize, and distribute office supply deliveries.
• Identify facility, equipment, housekeeping, or maintenance concerns and communicate or escalate issues to the appropriate team.
• Meetings, Catering & Events.
• Coordinate catering for internal meetings, client meetings, training sessions, and office events.
• Set up and break down food and beverage service for meetings and events.
• Prepare conference rooms and meeting spaces in advance, ensuring rooms are clean, appropriately arranged, and stocked with necessary materials.
• Assist with planning and coordinating employee engagement activities, celebrations, meetings, training sessions, and other office events.
• Maintain awareness of upcoming meetings and events and proactively prepare for anticipated office needs.

Fleet & Transportation Support.

• Coordinate and manage reservations for company fleet vehicles in accordance with established policies and procedures.
• Assist employees with fleet reservation questions and scheduling needs.
• Monitor fleet vehicle availability and communicate reservation conflicts or concerns.
• Help ensure fleet vehicles and associated materials are appropriately maintained, organized, and ready for employee use.
• Escalate vehicle maintenance, repair, or operational concerns to the appropriate contact.

Requirements:

• High school diploma or equivalent required; additional education or administrative training preferred.
• Previous experience in office administration, workplace services, hospitality, customer service, facilities support, event coordination, or a related field preferred.
• Strong customer service and interpersonal skills with a professional and approachable demeanor.
• Excellent organizational and time-management skills with the ability to manage multiple priorities.
• Strong attention to detail and commitment to maintaining a clean, organized, and professional workplace.
• Ability to work independently, take initiative.

 

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position's pay range is $32.63/hr – $35.56/hr.