Administrative Assistant, Facilities

TAG - The Aspen Group; Chicago (IL); On-site; Full time

Job summary

TAG - The Aspen Group is seeking a dedicated Administrative Assistant to be the first point of contact at the Chicago headquarters. This role is crucial for ensuring a welcoming environment and supports the daily operations of the office. The ideal candidate will possess strong organizational and communication skills and have experience in customer service, providing essential support to visitors and team members alike.

Qualifications

• 2+ years of experience in a receptionist or administrative support role.
• Proficient in Microsoft Office and office management software.
• Exceptional attention to detail and the ability to prioritize tasks.

Responsibilities

• Manage front desk operations and assist visitors.
• Coordinate new hire onboarding and offboarding processes.
• Oversee office supplies and maintain inventory.

Skills

Organizational Skills

Communication Skills

Discretion

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft Office Suite

Job description

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TAG - The Aspen Group provided pay range

This range is provided by TAG - The Aspen Group. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$28.00/hr - $32.00/hr

The Aspen Group (TAG) is one of the largest and most trusted retail healthcare business support organizations in the U.S. and has supported over 20,000 healthcare professionals and team members with close to 1,500 health and wellness offices across 50 states in four distinct categories: dental care, urgent care, medical aesthetics, and animal health. Working in partnership with independent practice owners and clinicians, the team is united by a single purpose: to prove that healthcare can be better and smarter for everyone. TAG provides a comprehensive suite of centralized business support services that power the impact of five consumer-facing businesses: Aspen Dental, ClearChoice Dental Implant Centers, WellNow Urgent Care, Chapter Aesthetic Studio, and AZPetVet. Each brand has access to a deep community of experts, tools and resources to grow their practices, and an unwavering commitment to delivering high-quality consumer healthcare experiences at scale.

Job Summary:

The Aspen Group (TAG) is seeking a highly organized and customer-focused Administrative Assistant to serve as the first point of contact for visitors and team members at our corporate headquarters. Located in our office, this role is integral to maintaining a professional and welcoming office environment. You will be responsible for managing day-to-day office operations, assisting with various administrative tasks, and ensuring a seamless and positive experience for all visitors and staff.

In addition to supporting the Chicago office, this role will also provide occasional support for tasks at other Practice Support Center (PSC) locations, including sites in Syracuse, NY; Greenwood Village, CO; and Glendale, AZ. This cross-location support will be coordinated in partnership with the Facilities team and ensures consistency in operational processes across all TAG facilities.

The ideal candidate will demonstrate exceptional attention to detail, be resourceful in addressing office challenges, and proactively anticipate the needs of the team. This role will report to the TAG Facilities Manager.

• Welcome and Assist Visitors: Greet team members and visitors warmly and professionally. Ensure all visitors are checked in according to company policy, issued visitor passes, and assisted with parking arrangements as needed. Maintain accurate records of visitors, escort them to the appropriate locations, and serve as the primary point of contact for any questions related to office access. Provide directions and general assistance to ensure a positive visitor experience.
• Manage Front Desk Operations: Maintain a clean and organized reception area to create a welcoming environment for employees and visitors. Ensure that all incoming calls, emails, and inquiries are directed to the appropriate department or individual in a timely manner.
• Coordinate New Hire/Offboard Processing: Assist with onboarding and offboarding employees, including coordinating seating arrangements, and access credentials for new hires.
• Manage Office Supplies: Oversee the ordering and inventory of office supplies, break room essentials, and coffee supplies.
• Handle Desk and Equipment Troubleshooting: Provide basic troubleshooting assistance for desk and office equipment.
• Building Access Management: Manage employee access to office systems such as RISE and OpenPath, ensuring invitations and offboarding updates are completed efficiently. Troubleshoot any access issues and collaborate with HR and Facilities to resolve them.
• Organize Nameplates: Take full ownership of managing and updating nameplates for employees, including for new hires, promotions, and offboarding staff. Ensure accurate placement and timely updates to reflect role changes.
• Support Office Events: Assist with organizing and coordinating small office events or team activities, including setup, logistics, and catering if needed.
• Assist in Email Communications: In partnership with the Communication team, draft internal communications or email campaigns, ensuring clarity and consistency with the organization’s tone and messaging.
• Mail & Package Handling: Oversee the distribution of incoming mail and packages, ensuring proper sorting and delivery to relevant departments. Assist with shipping labels and package deliveries for various teams.
• Physical and Work Requirements: This role is based on-site Monday through Friday. Must be able to lift packages and assist with various tasks around the office as needed.
• Facilities Support: Assist with a range of facilities-related responsibilities, including on-site parking management, HVAC system adjustments, coordination with the on-site cleaning team, contractor scheduling and oversight, space planning, and liaising with building management, engineers, and security personnel.

Requirements & Qualifications:

• Education: Bachelor’s degree in business administration, communications, or a related field preferred.
• Experience: 2+ years of experience in a receptionist or administrative support role, ideally in a corporate environment.
• Technical Skills: Proficiency in Microsoft Office Suite, office management software, and collaboration tools such as Microsoft Teams.
• Organizational Skills: Strong multitasking and organizational abilities, with a keen eye for detail and the ability to prioritize tasks effectively.
• Communication Skills: Exceptional written and verbal communication skills, with the ability to interact professionally with staff, visitors, and vendors.
• Discretion: Ability to handle sensitive and confidential information with discretion and professionalism.
• Physical Requirements: Must be able to lift and carry packages up to 25 pounds and be on-site Monday to Friday during regular office hours.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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