Administrative Assistant

• Serve as the main point of contact for property management, maintenance, janitorial services, and building security
• Manage physical space logistics, including desk allocations, team floor plans, room reconfigurations, and badge/keycard management
• Oversee office health and safety protocols; maintain first-aid supplies, update emergency plans, and serve as the Home Office Safety Lead
• Perform daily opening and end-of-day closing procedures
• Manage and evaluate third-party vendor relationships
• Own the monthly Home Office operating budget; track purchases, audit service agreements, and process operational invoices
• Monitor office, tech, and kitchen supply inventories; manage weekly restocking and vendor deliveries
• Maintain clean, welcoming, and functional shared spaces
• Coordinate logistics, room setups, catering, and execution for office-wide events and leadership meetings
• Provide ad-hoc administrative support to executive leaders and department managers
• Manage printer/AV software accounts and maintain print station supplies
• Lead special operational projects to improve Home Office efficiency and employee experience
• Manage the mailroom, including USPS, USP, FedEx, and invoices
• Serve as the first point of contact for visiting guests and team members

Office Manager

• Provides standardized administrative and coordination support to frontline field leaders, such as Market Directors and/or Market Developers
• Manage and coordinate calendars aligned to model week priorities, including scheduling meetings and resolving conflicts
• Coordinate meeting logistics, including materials, invites, and room setup, using standard workflows
• Coordinate travel arrangements for supported leaders and teams
• Support scheduling of recruiting activities using standard workflows
• Draft and send standardized communications using templates and leader direction
• Maintain distribution lists and communication templates
• Organize designated inboxes, route routine inquiries, and flag items for awareness
• Post market materials using pre-approved content and templates to approved leader social media accounts
• Compile and format standard reporting outputs using predefined templates
• Execute setup and maintenance of standardized trackers
• Maintain administrative tracking for candidate pipeline, COI activities, licensing requirements, and expense and allocation tracking
• Prepare and submit expense reports using established processes and templates
• Track report status and required documentation; follow up to ensure timely completion and correction of errors
• Support onboarding, transitions, and recruiting workflows using defined checklists
• Execute work using SOPs, templates, and defined workflows
• Escalate ambiguity, prioritization, or decision needs to appropriate partners
• Complete assigned project tasks within defined scope
• Coordinate logistics for market meetings and events
• Support event execution through assigned tasks, including registration, materials, A/V, and onsite logistics
• Order supplies and support routine office operations
• Attend meetings as needed to support logistics, capture notes, or complete assigned follow-ups

Senior Administrative Assistant

• Plan and coordinate customer visits, machine demonstrations, factory tours, training sessions, and partner meetings
• Develop agendas and coordinate schedules with Sales, Engineering, Applications, Service, and Executive Leadership
• Host visitors and manage meeting logistics, catering, refreshments, travel recommendations, lodging, and communications
• Support trade shows, customer events, and company meetings
• Manage calendars and scheduling for the President and Executive Leadership Team
• Coordinate travel, itineraries, lodging, transportation, and expense reporting
• Prepare meeting materials, presentations, agendas, and supporting documentation
• Attend leadership meetings, capture notes, track action items, and ensure timely follow-up
• Draft and proofread correspondence, reports, and internal communications
• Handle sensitive and confidential information
• Champion customer-first practices and improve customer interactions, communication processes, and service delivery
• Develop and implement administrative procedures that improve efficiency
• Enter and maintain capital equipment sales orders in Infor XA and Salesforce
• Verify pricing, configurations, shipping requirements, terms, and customer information
• Partner with Sales, Engineering, Production, and Accounting to process orders
• Monitor order status and communicate updates to internal teams and customers
• Prepare invoices for parts sales and service activities
• Reconcile sales orders, work orders, shipping documentation, and billing information
• Partner with Accounting to resolve billing discrepancies and support month-end activities
• Respond to customer billing inquiries
• Manage mail, packages, office communications, supplies, vendor relationships, and front-office organization

Office Manager – Executive Coordinator

• Serve as the main point of contact for property management, maintenance, janitorial services, and building security
• Manage physical space logistics, including desk allocations, team floor plans, room reconfigurations, and badge/keycard management
• Oversee office health and safety protocols; maintain first-aid supplies, update emergency plans, and serve as the Home Office Safety Lead
• Perform daily opening and end-of-day closing procedures
• Manage and evaluate third-party vendor relationships for supplies, kitchen amenities, coffee services, printers, and plant care
• Own the monthly Home Office operating budget; track purchases, audit service agreements, and process operational invoices
• Monitor supply inventories and manage weekly restocking and vendor deliveries
• Maintain clean, welcoming, and functional shared spaces
• Coordinate logistics, room setups, catering, and execution for office-wide events and leadership meetings
• Provide ad-hoc administrative support to executive leaders and department managers
• Manage printer/AV software accounts and maintain print station supplies
• Lead special operational projects to improve Home Office efficiency and employee experience
• Manage the mailroom, including USPS, USP, FedEx, and invoices