Administrative Assistant

TaskVerse; United States; On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health insurance (HSA, HMO, PPO)

PTO & personal days

401(k) with company match

Discounts through partnerships (DoorAm

Job summary

Project Brilliance is seeking a competent HR/Administrative Assistant to support day-to-day office operations. The role acts as a key contact for staff, vendors, and clients, handling onboarding, clerical tasks, and general office coordination with discretion and professionalism.

The ideal candidate is proactive, detail-oriented, and capable of managing multiple priorities while delivering high-quality service in a collaborative environment that values initiative and growth.

Qualifications

• Experience in an administrative or receptionist role.
• Proficient with MS Office and Google Workspace.
• Strong organizational and time management skills.
• Excellent written and verbal communication and customer service mindset.
• Ability to handle multiple priorities with discretion.

Responsibilities

• Organize office operations and assist team members to optimize procedures for efficiency.
• Sort and distribute communications promptly to ensure timely information flow.
• Review client notes, ensuring accuracy and on-schedule submission.
• Create and maintain accurate records, updating information regularly.
• Update timesheets for missed punches, monitor attendance, PTO, and other records.
• Coordinate new hire orientation, issue badges, and liaise with HR for onboarding processes.
• Monitor office supplies, manage shortages, and place orders to maintain stock levels.
• Resolve office equipment issues (printers, etc.) and respond to staff requests.
• Assist staff with clerical needs and maintain a collaborative environment.
• Build and maintain relationships with employees, vendors, clients, and stakeholders.
• Perform receptionist duties: answer calls, greet visitors, manage front desk.
• Manage drop-off/pick-up logistics for smooth daily operations.
• Run office and event-related errands to support organizational activities.

Skills

Administrative experience

Office equipment proficiency

Office management understanding

Organizational & time management

Analytical & problem-solving

Written & verbal communication

Customer service mindset

MS Office & Google Workspace

Tools

MS Office Suite

Google Workspace

Job description

About The Company

Project Brilliance is a dynamic and innovative organization dedicated to fostering excellence in its operations and services. Committed to creating a supportive and collaborative environment, the company values integrity, professionalism, and continuous improvement. With a focus on delivering high-quality solutions to its clients, Project Brilliance strives to be a leader in its industry by empowering its employees and maintaining a culture of growth and development.

About The Company

Project Brilliance is a dynamic and innovative organization dedicated to fostering excellence in its operations and services. Committed to creating a supportive and collaborative environment, the company values integrity, professionalism, and continuous improvement. With a focus on delivering high-quality solutions to its clients, Project Brilliance strives to be a leader in its industry by empowering its employees and maintaining a culture of growth and development.

About The Role

We are seeking a competent HR/Administrative Assistant to join our team at Project Brilliance. This role is vital in ensuring the smooth day-to-day functioning of our office operations. The ideal candidate will be a proactive and detail-oriented professional capable of managing a variety of administrative tasks with efficiency and discretion. You will serve as a key point of contact for internal staff, vendors, and clients, supporting various functions such as office management, clerical support, and employee onboarding. This position offers an excellent opportunity to develop your administrative skills within a supportive environment that values initiative and professionalism.

Qualifications

The successful candidate will possess proven experience in an office assistant, receptionist, or similar administrative role. A thorough understanding of office management procedures and proficiency in MS Office and Google Suite are essential. Strong organizational skills, attention to detail, and the ability to prioritize tasks effectively are required. Excellent written and verbal communication abilities, along with a customer service-oriented mindset, are critical for success in this role. Candidates should demonstrate problem-solving skills and a proactive approach to handling office-related challenges. A high level of discretion and professionalism is expected, along with the ability to work under pressure and adapt to changing priorities.

Responsibilities

• Organize office operations and assist team members to optimize procedures for efficiency.
• Sort and distribute communications promptly to ensure timely information flow.
• Review client notes, ensuring they are submitted accurately and on schedule.
• Create and maintain accurate records, updating information regularly to ensure validity.
• Update timesheets for missed punches, monitor attendance, PTO, and other employee records.
• Coordinate new hire orientation, issue badges, and act as a liaison with HR for onboarding processes.
• Monitor office supplies, handle shortages, and place orders as necessary to maintain stock levels.
• Resolve office equipment malfunctions, including printers and other devices, and respond to staff requests or issues.
• Assist other staff members with clerical needs, maintaining a collaborative work environment.
• Build and maintain trusting relationships with employees, vendors, clients, and other stakeholders.
• Perform receptionist duties, including answering calls, greeting visitors, and managing front desk activities.
• Manage drop-off and pick-up logistics, ensuring smooth daily operations.
• Run office and event-related errands to support organizational activities and ensure timely execution.

Skills

• Proven experience in an administrative or receptionist capacity.
• Working knowledge of office equipment such as phones, computers, printers, fax, and scanners.
• Thorough understanding of office management procedures and best practices.
• Excellent organizational and time management skills to handle multiple priorities effectively.
• Strong analytical and problem-solving abilities.
• Exceptional written and verbal communication skills.
• Customer service-oriented approach with a willingness to assist colleagues and clients.
• Proficiency in MS Office Suite and Google Workspace applications.

Benefits

At Project Brilliance, we value our employees and offer a comprehensive benefits package to support their well-being and professional growth. Full-time employees are eligible for health insurance options, including HSA, HMO, and PPO plans, with company contributions to Health Savings Accounts. Additional benefits include dental and vision insurance, company-paid life insurance, and voluntary programs such as voluntary life insurance, hospital indemnity, accident coverage, pet insurance, and legalShield services. Employees accrue paid time off (PTO) and personal days after 90 days of employment, along with wellness days after one year. Holiday pay is also provided after one year of service. We encourage career development through advancement opportunities and a 401(k) plan with a generous company match after one year. Our reward programs recognize employees who exceed expectations, and we also offer discounts through partnerships like DoorDash. We are committed to fostering a positive and supportive work environment that promotes work-life balance and personal growth.

Equal Opportunity

Project Brilliance is an equal opportunity employer committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, or any other protected characteristic under applicable laws. We believe in fostering diversity and equal opportunity in all aspects of employment and are dedicated to providing a workplace where everyone can thrive and contribute to our collective success.