Admin Assistant

Admin Assistant

Contract

Ann Arbor, MI

23/hr

Must Haves:

• Ability to be on-site 800-5PM Mon-Fri
• Tech savvy
• High attention to detail and organization
• HS Diploma

Preferred:

• Degree
• Engineering/Construction industry

We are seeking a highly organized and professional Administrative Assistant / Receptionist to support daily office operations and provide administrative assistance to project teams. This role serves as the first point of contact for employees, visitors, clients, and vendors while helping ensure the office runs efficiently and projects are supported with high-quality administrative services.

The ideal candidate is personable, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced professional environment. This position requires full-time, on-site attendance.

Key Responsibilities

Reception & Visitor Services

• Answer, screen, and direct incoming calls in a professional and courteous manner.
• Manage front desk operations, including handling incoming mail, courier deliveries, and other correspondence.
• Coordinate and track incoming and outgoing package shipments.
• Welcome employees, clients, vendors, and visitors while maintaining a professional and inviting office environment.
• Manage visitor check-in and check-out procedures, maintain visitor logs, and issue temporary badges as needed.
• Assist guests and visiting employees with workspace accommodations and office resources.
• Maintain confidentiality and adhere to all office security and visitor management procedures.

Office Administration & Facilities Support

• Provide administrative and operational support to the office and remote team locations as needed.
• Order, maintain, and monitor inventory levels for office supplies, kitchen supplies, and other administrative resources.
• Ensure common areas, kitchens, conference rooms, and shared workspaces remain organized, clean, and well-stocked.
• Coordinate approved catering and meal arrangements for meetings, training sessions, and office events.
• Serve as a resource for employees regarding office procedures and administrative support needs.
• Assist leadership and staff with travel arrangements, expense reporting, and transportation logistics.
• Support the planning and execution of employee events, celebrations, training sessions, client meetings, and other office functions.
• Perform additional administrative and operational tasks to support the efficient functioning of the office.

Conference Room & Meeting Coordination

• Manage conference room schedules and meeting space reservations.
• Coordinate meeting logistics, including calendar invitations, conference calls, room reservations, audiovisual setup, and catering.
• Communicate with meeting organizers regarding room setups and special requests.
• Prepare presentation materials, meeting packets, agendas, and handouts.
• Attend meetings as needed to capture and distribute meeting notes.
• Ensure meeting spaces are properly organized, cleaned, and reset after use.

Project & Team Administrative Support (Approximately 25%)

• Proofread and edit reports, presentations, correspondence, and technical documents for accuracy, grammar, formatting, consistency, and clarity.
• Ensure project documentation meets internal quality standards and client-specific requirements.
• Prepare and maintain project-related documents, reports, presentations, and communications.
• Provide administrative support to project teams and department leadership.
• Assist with document transmittals, project deliverables, and related administrative processes.
• Manage multiple priorities while meeting deadlines with minimal supervision.
• Perform additional administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Excellent verbal and written communication skills, including strong proofreading, grammar, spelling, and telephone etiquette.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Self-motivated, detail-oriented, and capable of working independently.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and PowerPoint.
• Strong customer service mindset and a professional demeanor.
• Ability to collaborate effectively with employees at all levels of the organization.

Preferred Qualifications

• Associate degree or equivalent combination of education and experience.
• Prior experience in reception, office administration, executive support, or project coordination.
• Experience supporting professional services, engineering, consulting, architecture, or corporate office environments.