Administrative Assistant

USA Firmware

. Coordinate office supplies, mail, shipping, visitors, meeting spaces, vendors, and routine facility needs .

Posted 9/21/2026full-timeBrecksville • Ohio • United StatesMid-LevelSenior💰 $45,000 - $55,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong organizational and communication skills while managing administrative tasks, coordinating onboarding processes, and maintaining confidentiality. Proficient in using Microsoft Office tools and CRM systems to support operational efficiency and employee needs.

Highest-signal resume keywords

Administrative Support ExperienceOrganizational SkillsMicrosoft Office ProficiencyConfidentiality ManagementOnboarding Coordination

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Document FormattingSpreadsheet TrackingMeeting CoordinationExpense DocumentationProcess Improvement

Soft Skills

Attention to DetailProfessional CommunicationDependable Follow-ThroughJudgment and DiscretionHelpful Attitude

Tools & Technologies

Microsoft OutlookMicrosoft WordMicrosoft ExcelMicrosoft TeamsZoho CRM

Industry Keywords

Office CoordinationEmployee OnboardingBenefits AdministrationProfessional Employer OrganizationSmall Business Support

About the role

Key responsibilities & impact

Coordinate office supplies, mail, shipping, visitors, meeting spaces, vendors, and routine facility needs
Arrange meetings, travel, and events; prepare correspondence and meeting materials; track action items and deadlines
Serve as the administrative contact for GMS, the human resources and benefits provider
Help employees route questions and complete required paperwork
Coordinate onboarding and offboarding checklists, orientation schedules, equipment, and approved account access
Prepare and format documents, update tracking spreadsheets, maintain electronic files, and follow confidentiality and document-control procedures
Collect receipts, expense documentation, vendor information, and other supporting records for the finance team
Provide sales coordination backup through customer meeting scheduling, CRM updates, proposal formatting, trade show logistics, and approved follow-up activities
Document recurring tasks, identify practical process improvements, and use approved technology and AI tools efficiently
Provide occasional scheduling, recordkeeping, or event-preparation support to affiliated organizations
Manage recurring administrative tasks reliably, keep records and checklists current, and provide timely support to employees and leadership

Requirements

What you’ll need

Experience in an administrative assistant, office coordinator, or similar role; two or more years of relevant experience preferred
Strong organizational skills and the ability to prioritize multiple requests and meet deadlines
Careful attention to detail and dependable follow-through
Clear, professional written and verbal communication skills
Working proficiency with Microsoft Outlook, Word, Excel, and Teams, including scheduling, document formatting, and spreadsheet tracking
Good judgment and discretion when handling confidential employee, customer, and business information
Ability to work independently, ask questions when needed, and recognize when an issue requires management attention
A helpful, professional approach to supporting coworkers, customers, visitors, and service providers
Willingness to learn new systems and use approved AI tools while protecting confidential information and checking work for accuracy
Availability to work full-time in a hybrid arrangement, with regular on-site attendance at the Brecksville, Ohio office
Preferred experience with employee onboarding, benefits administration support, or coordination with a professional employer organization such as GMS
Familiarity with Box, Zoho CRM, or similar document management and customer relationship management systems
Experience supporting a small business, professional services firm, or engineering company
An engineering background is not required

Benefits

Comp & perks

Health insurance
Dental insurance
Long-term disability (LTD) coverage
Short-term disability (STD) coverage
IRA retirement plan with an employer match of up to 3%
Hybrid work arrangement, combining remote work with regular on-site attendance at our Brecksville, Ohio office
Opportunities to develop skills across office operations, employee support, sales administration, and AI tools
Direct collaboration with leadership and the opportunity to make a meaningful contribution in a small, experienced team