Administrative Assistant I

LanceSoft Inc; Melbourne (FL); Vor Ort; USD 40.000 - 55.000; Vollzeit

Zusammenfassung

Encode Inc in Melbourne, FL is seeking an organized Administrative Specialist to manage the Experience Center, guest hosting, and on-site events. This role requires hands-on coordination of spaces, catering, and visitor flow.

You will support executives and clients with professional service, maintain supply levels, and ensure smooth operations day-to-day.

Qualifikationen

• 2+ years of administrative support experience.
• Excellent organizational and time-management abilities.
• Professional demeanor and strong verbal skills for hosting.
• Self-starter who identifies gaps and resolves issues.

Aufgaben

• Maintain clean, organized Experience Center and work areas.
• Coordinate visitor itineraries and host high-profile guests.
• Plan and execute on-site events and catering logistics.
• Schedule space reservations and prevent conflicts.

Kenntnisse

Administrative support

Organizational skills

Communication skills

Proactivity

Jobbeschreibung

Job Description

This job is with Encode Inc, a fully owned subsidiary of LanceSoft.

• Working Model: 100% on-site
• Working Hours: 8am - 5pm, Monday - Friday, Flexible
• Interview Process: In person, panel, multiple rounds

Position Summary

Key Responsibilities & Critical Needs

• Environment & Space Management
  • Maintenance & Organization: Ensure the entire Experience Center and its surrounding work environments are clean, orderly, organized, and fully operational at all times.
  • Collaboration Areas: Maintain all collaboration zones, meeting rooms, and presentation spaces in a "presentation-ready" state. Proactively check for technical readiness, cleanliness, and proper supply stocking.
  • Asset Tracking: Monitor and manage equipment, collateral, and supplies specific to the Experience Center.
• Client Visits & Guest Hosting
  • Visitor Experience: Serve as the primary point of contact and welcoming host for high-profile clients, customers, partners, and executive leadership visitors.
  • Visit Coordination: Coordinate end-to-end itineraries for customer visits, including building access, agenda management, and guiding guests through the facility.
  • Hospitality: Ensure a professional, hospitable atmosphere that reflects company standards and values.
• Event Management & Catering
  • Event Support: Plan, coordinate, and execute on-site events, workshops, product showcases, and team gatherings hosted within the Experience Center.
  • Catering Logistics: Manage food and beverage requirements for client visits, meetings, and center-led events, including vendor coordination, menu selection, setup, and teardown.
  • Scheduling: Collaborate with cross-functional teams to manage space reservations and prevent scheduling conflicts.

Qualifications & Competencies

• Experience: 2+ years of experience in administrative support, office management, hospitality, or corporate event coordination.
• Organizational Skills: Exceptional attention to detail with the ability to manage multiple priorities in a fast-paced environment.
• Communication & Interpersonal Skills: Professional demeanor, polished presentation, and strong verbal skills for hosting clients and executive stakeholders.
• Proactivity: A self-starter who anticipates needs, spots operational gaps, and resolves issues before they impact visitors or staff.