Field Support Center Administrative Assistant

The FSC Administrative Assistant serves as the primary front desk and administrative support resource for FSC headquarters. This position is responsible for creating a professional and welcoming office environment while coordinating facility needs, conference rooms, office supplies, employee hospitality activities, vendor relationships, mail services, and administrative support for multiple departments. Success in this role requires exceptional customer service, organization, adaptability, and the ability to effectively balance ongoing responsibilities with frequent interruptions and changing priorities.

Essential Functions

Serve as the first point of contact for visitors, employees, and vendors by greeting guests, answering incoming calls, and directing inquiries appropriately.

Serve as a resource for employees and visitors by providing general administrative assistance and directing requests to the appropriate department or contact.

Manage conference room calendars and ensure meeting spaces are organized, stocked, and prepared for meetings, training sessions, and company events.

Coordinate catering and meal orders for meetings, training classes, and other company functions, including setup and cleanup as needed.

Order and maintain inventory of breakroom, office, and training supplies.

Maintain supply storage areas and inventory levels to ensure essential materials are readily available for office operations.

Clean and maintain shared kitchen and breakroom areas, including regularly cleaning out office refrigerators.

Assist with hotel reservations and room blocks for meetings, training events, and company functions as needed.

Coordinate with vendors and building service providers regarding maintenance requests, repairs, deliveries, and facility-related needs.

Receive, sort, distribute, and scan incoming mail and packages as needed.

Handle outbound shipping and mailing support for departments across the organization.

Assist various departments with administrative projects and special assignments.

Assist visitors and employees with parking garage access and related issues.

Coordinate employee hospitality and recognition initiatives, including flowers, welcome gifts, baby gifts, SERVE Awards, and similar programs.

Coordinate employee birthday and anniversary recognition programs with external vendors.

Assist the FSC Administrative Manager with company events, employee engagement activities, and special office functions.

Other related duties as assigned.

Minimum Qualifications

1-2 years of administrative, receptionist, front desk, customer service, or related experience preferred.

Strong organizational skills and attention to detail.

Ability to effectively prioritize tasks, adapt to changing priorities, and manage multiple responsibilities.

Knowledge, Skills and Abilities

Strong time management and organizational skills with the ability to multitask and adapt to changing business needs.

Professional, customer-focused communication skills with employees, visitors, vendors, and business partners.

Ability to anticipate office needs and proactively prepare for meetings, events, training sessions, and visitor traffic.

Technical proficiency with common office equipment and software including Microsoft Teams, Outlook, printers, and copiers.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this role, the employee is regularly required to talk, hear, and see. The employee is frequently required to stand, walk, use hands to handle or feel objects, and reach with hands and arms. This role requires frequent lifting of items weighing 5–25 pounds and occasional lifting of up to 50 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Work Environment 

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. This position operates in both a professional office setting and a warehouse environment. The role routinely uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines. Occasional travel to project sites may be required. Warehouse conditions include proximity to forklifts and other heavy machinery and the use of various tools and hardware. Employees may be subject to frequent heavy lifting and exposure to variable weather conditions, including extreme heat and cold. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, skills, and/or abilities required to fulfill the essential functions of the role. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws.