Administrative Assistant - ExtensisHR

Who We Are:

ExtensisHR, one of the largest Professional Employer Organizations (PEOs) in the U.S. with client employees in all fifty states, is looking for talented people to join our team. If you want to contribute your talents, make a bigger impact, and be part of the growing PEO & HRO industry, we are interested in talking to you. Our renowned industry leadership in customer service starts with our people. You can contribute to delivering on our brand promise of helping organizations succeed through our people-first approach in solving customer’s ever-evolving HR needs. Our HR offerings include personalized services for HR, employee benefits, payroll and taxes, employer risk, compliance, and employee management. Today, we manage over $3 billion in employment-related costs annually—and we are growing every day.

For more information about the company visit www.ExtensisHR.com.

Who You Are:

We're in search of a proactive and detail-oriented Administrative Assistant to bolster our team. Our ideal candidate will be the backbone of administrative support across various domains, performing a variety of office, clerical and administrative tasks. Tasks include but are not limited to mail management, conference room setup, new hire orientation assistance, kitchen maintenance and stocking, vendor management, door key management, office supplies orders, placard management, floor plan management, visitor management, general maintenance and cleaning, intranet updates, and managing office televisions. This role necessitates exceptional organizational skills, a keen eye for detail, and the ability to juggle multiple responsibilities effectively.

This position requires an in-office presence Monday-Friday and is a full-time, non-exempt role.

What You'll Do:

General Office Management: 

Mail and Vendor Management 

• Maintain a well-organized mailroom, sort incoming mail and liaise with the mail vendor for timely pickup and processing. 

• Handle outgoing mail arrangements including postage and delivery including Certified mail and Ground/Overnight with UPS.  

• Serve as the primary liaison for office vendors, including snack and coffee suppliers. 

• Manage vendor selection within budgetary constraints. 

• Monitor vendor performance and address concerns as applicable. 

Door Key Management 

• Maintain an organized system for office keys and keycards. 

• Oversee distribution and collection for employees and visitors. 

• Ensure adherence to security and IT protocols. 

Office Supplies Orders 

• Monitor inventory and facilitate timely office supplies replenishment. 

• Coordinate with suppliers for delivery.

• Manage office supply requests through Microsoft Forms. 

Placard and Floorplan Management 

• Update employee nameplates and office door signs as needed. 

• Ensure correct placement in line with organizational standards. 

• Coordinate replacements and adjustments as needed.  

• Maintain current office layout plans. Utilize the intranet for posting.  

• Assist with space planning and adjustments. 

• Coordinate with facilities management for furniture and equipment arrangements. 

Visitor Management 

• Welcome and assist visitors; facilitate visitor access and provide badges.  

• Ensure compliance with security procedures and manage the virtual receptionist. 

General Maintenance and Cleaning 

• Assist with maintenance tasks and coordinate cleaning schedules. 

• Manage building maintenance requests. 

• Maintain relationships with service providers including plumbers, electricians, general maintenance, painters, office suppliers, shredding vendors, furniture, catering, and carpet cleaning/general cleaning, and locksmiths. 

• AEDs inspection + charge MRS and door cams. 

Kitchen Maintenance and Stocking 

• Uphold cleanliness and order in the kitchen and common areas. 

• Monitor and replenish kitchen supplies, including snacks and beverages. 

• Coordinate with vendors for supplies and equipment upkeep. 

Conference Room Setups 

• Ensure conference rooms are well-prepared and adequately equipped for meetings. 

• Manage room reservations and scheduling. 

• Coordinate catering and refreshments as required. 

Administrative Support:

New Hire Orientation Assistance 

• Aid the People team in orchestrating seamless new hire orientations. 

• Prepare orientation materials and welcome packets. 

• Ensure new hires have requisite resources and access. 

Intranet Updates 

• Support in updating monthly content on the company intranet. 

• Ensure accuracy and relevance of information. 

• Collaborate with IT for technical updates. 

Office Television Management 

• Coordinate content updates and scheduling for office televisions. 

• Ensure information displayed is pertinent and current such as employee anniversaries, promotions, and milestones. 

General Support:

• Assist Senior Leadership Team (SLT) with various tasks as needed.

• Manage termination process by facilitating the return of employee equipment, coordinating drop-offs, logging equipment in tracker, and returning it to the IT department.

• Undertake miscellaneous projects assigned by the People team. 

What You Bring:

Qualifications: 

• High school diploma or equivalent; associate or bachelor’s degree preferred. 
• 1-2 years of administrative assistant or office management experience. 
• Proficiency in Microsoft Office Suite (Word, SharePoint, Forms, Excel, Outlook, PowerPoint, Visio). Canva & Adobe too.  
• Experience with intranet management tools preferred. 
• Exceptional organizational and time management skills. 
• Strong communication and interpersonal skills. 
• Ability to work independently and prioritize tasks effectively. 
• Meticulous attention to detail and accuracy. 

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. 

While performing the duties of this position, the employee is regularly required to talk or hear. The employee is frequently required to use hands or fingers; handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.  

Note: 

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. 

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable. 

What We Offer:

What You’ll Receive:At Extensis, we recognize there are many factors that influence your overall satisfaction both at work, and in your personal life.  Under our You Supported program, we provide a perfect mixture of compensation, benefits, company culture, and resources to our employees that help you reach a happier, more balanced life. Some of these offerings include:

• Competitive compensation to reward you for your hard work every day.
• Progressive Paid-Time Off Program for you to enjoy time out of the office, including time off for volunteering and life events.
• Group Medical, Dental, Vision and Life insurance to encourage a healthy lifestyle available from day one.
• Pretax Spending Accounts to ease taxes on health and dependent care expenses.
• Extensive professional development programs to help you get to where you want to go in your career.
• Discounts in retail and entertainment.
• A social and community outreach committee that promotes a fun inclusive culture through in-office events and networking opportunities.
• When in the office, Complimentary coffee and snacks to keep you fueled and productive throughout the day.

ExtensisHR is committed to a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.