Admin Assistant

HireTalent; Horsham (PA); On-site; USD 40,000 - 55,000; Full time

Job summary

HireTalent is seeking an Administrative Assistant to support daily onsite office operations in Horsham, PA. The role includes administrative duties, office coordination, event assistance, and light project and bookkeeping tasks.

You will help ensure a positive workplace experience for employees and visitors, assist with room scheduling, newsletters, and vendor invoicing while maintaining organized records and supplies.

Qualifications

• 2+ years of administrative/office coordination experience preferred.
• Strong organizational, communication, and customer service skills.
• Proficiency in Microsoft Office and familiarity with Teams/SharePoint.
• High attention to detail and ability to work independently.
• Ability to adapt quickly and learn new systems.

Responsibilities

• Support daily office operations and provide general administrative support.
• Ensure meeting rooms are organized, stocked, and scheduled as needed.
• Assist with visitor check-in and onsite welcome.
• Maintain office and kitchen supplies, inventory management, and purchasing.
• Coordinate and assist with onsite and offsite office events and activities.
• Assist with holiday decor setup and breakdown.
• Assist with monthly newsletter and employee communications.
• Maintain organized files, records, and documents.
• Provide administrative and project support for the Horsham office and other U.S. locations.
• Set up projects in company systems and process invoices and change orders.

Skills

Administrative experience

Organizational skills

Communication skills

Customer service

Attention to detail

Independent work

Team player

Tools

Microsoft Office

Microsoft Teams

SharePoint

Job description

Job Description

We are seeking a reliable and organized Administrative Assistant to support daily onsite office operations and help create a positive workplace experience for employees and visitors. This role plays an important part in ensuring efficient office operations through administrative support, office coordination, event assistance, and light project and bookkeeping activities.

Key Responsibilities

Administrative Support & Office Operations

• Support daily office operations and provide general administrative support as needed.
• Ensure meeting rooms are clean, organized, stocked, and ready for use, and assist with room scheduling and coordination as needed.
• Support visitor check-in and help create a wOur Companyoming onsite experience.
• Maintain office and kitchen supplies, including purchasing, stocking, and inventory management.
• Assist with the coordination and execution of office events and activities, both onsite and offsite.
• Coordinate office support needs, including holiday décor setup and breakdown.
• Assist with monthly newsletter creation and other employee communications.
• Maintain organized files, records, and administrative documentation.

Project & Bookkeeping Support

• Provide administrative and project support for the Horsham office and assist other U.S. branch locations as needed (no travel required).
• Set up projects in company systems and ensure timely processing of information.
• Create subcontractor agreements and process change orders.
• Submit subcontractor invoices for processing.
• Submit requests for new vendor and customer setup, including subcontractor pre-qualification support.

Qualifications

• 2+ years of administrative, office coordination, receptionist, or office management experience Preferred.
• Strong organizational, communication, and customer service skills, with the ability to manage multiple priorities effectively.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint); experience with Microsoft Teams and SharePoint preferred.
• High attention to detail, accuracy, and the ability to work independently with minimal supervision.
• Ability to learn new systems and processes quickly and take initiative in a fast-paced environment.
• Experience with general office equipment and basic accounting, invoicing, or bookkeeping support preferred.
• Strong attendance, reliability, and a positive, team-oriented attitude.

Physical Requirements

• Ability to lift and move office supplies and materials up to 25 pounds.
• Ability to walk throughout the office and assist with event setup and breakdown activities.