Administrative / Office Assistant

Ipro Networks Pte. Ltd.; Superior (WI); Hybrid; USD 22,000 - 25,000; Part time

Job summary

IntelliPro in Superior, WI is seeking an Administrative Assistant to support our Real Estate and Workplace Services team. The role requires 1-3 years in office administration or customer service and offers a hybrid schedule.

You will handle calls, visitor management, Workday data entry, invoicing, and various workplace systems, contributing to facilities projects and ensuring professional, calm interactions with employees and guests.

Qualifications

• 1-3 years of experience in office administration, workplace services, facilities administration, or customer service.
• Strong ability to manage, prioritize, and coordinate multiple tasks and issues simultaneously.
• Excellent customer service and interpersonal skills.
• Strong problem-solving and decision-making abilities.
• Proficiency in Microsoft Office Suite, particularly Word and Excel.
• Strong written and verbal communication skills, including professional communication in person and over the telephone.

Responsibilities

• Answer and manage incoming phone calls and respond to inquiries in a professional manner.
• Welcome and assist visitors while managing the visitor registration process.
• Coordinate photo ID badges, including uploading employee photos into Workday.
• Process name plate requests and enter location information into Workday.
• Process invoices and ServiceNow tickets related to Workplace Services.
• Perform administrative activities using Elink, SharePoint, ServiceNow, email, and other workplace systems.
• Support vendor management and coordinate with vendors as required.
• Serve as a liaison for large moves, weekly moves, additions, and workplace changes.
• Support Real Estate and Workplace Services with administrative requests
• Provide backup coverage for other Workplace Services team members when needed.
• Participate in facility-related projects and initiatives, including Environmental Health & Safety and sustainability programs.
• Handle difficult situations, visitors, employees, and clients calmly and professionally.
• Cross-train with other Navigators and Workplace Services Coordinators to provide team coverage.
• Support parking management and access card management.
• Perform Gatekeeper responsibilities by courteously screening visitors and callers to protect employees, maintain workplace security, and safeguard confidential information.
• Complete ad hoc administrative duties as assigned by the Supervisor or Team Lead, Workplace Services, including business card reviews and approvals, Iron Mountain liaison activities, drafting template communications, entering work orders, and other administrative tasks.

Skills

Office administration

Facilities administration

Customer service

Multitasking

Microsoft Office

Written communication

Verbal communication

Tools

Workday

ServiceNow

SharePoint

Elink

Job description

Job Title: Administrative assistant

Position Type: 12-month contract

Location: Superior, WI 54880 (Hybrid - Mon, Tues, Thurs in office/ Weds, Fri at home)

Salary Range: $16/hr - $18/hr on W2

Job ID#: #1534971

Job Summary (Responsibilities and Requirements):

• We are seeking an Administrative Assistant to support our Real Estate and Workplace Services team. This role is ideal for someone with 1-3 years of experience in office administration or customer service who is highly organized, professional, detail-oriented, and comfortable working in a fast-paced environment.
• The Administrative Assistant will serve as an important point of contact for employees, visitors, vendors, and workplace teams while supporting day-to-day administrative and facility-related activities.

Key Responsibilities:

• Answer and manage incoming phone calls and respond to inquiries in a professional manner.
• Welcome and assist visitors while managing the visitor registration process.
• Coordinate photo ID badges, including uploading employee photos into Workday.
• Process name plate requests and enter location information into Workday.
• Process invoices and ServiceNow tickets related to Workplace Services.
• Perform administrative activities using Elink, SharePoint, ServiceNow, email, and other workplace systems.
• Support vendor management and coordinate with vendors as required.
• Serve as a liaison for large moves, weekly moves, additions, and workplace changes.
• Support Real Estate and Workplace Services with administrative requests
• Provide backup coverage for other Workplace Services team members when needed.
• Participate in facility-related projects and initiatives, including Environmental Health & Safety and sustainability programs.
• Handle difficult situations, visitors, employees, and clients calmly and professionally.
• Cross-train with other Navigators and Workplace Services Coordinators to provide team coverage.
• Support parking management and access card management.
• Perform Gatekeeper responsibilities by courteously screening visitors and callers to protect employees, maintain workplace security, and safeguard confidential information.
• Complete ad hoc administrative duties as assigned by the Supervisor or Team Lead, Workplace Services, including business card reviews and approvals, Iron Mountain liaison activities, drafting template communications, entering work orders, and other administrative tasks..

Qualifications:

• 1-3 years of experience in office administration, workplace services, facilities administration, or customer service.
• Strong ability to manage, prioritize, and coordinate multiple tasks and issues simultaneously.
• Excellent customer service and interpersonal skills.
• Strong problem-solving and decision-making abilities.
• Proficiency in Microsoft Office Suite, particularly Word and Excel.
• Strong written and verbal communication skills, including professional communication in person and over the telephone.

About Us:

Founded in 2009, IntelliPro stands as a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart. With a dynamic presence in the USA, China, Canada, Singapore, Philippines, UK, India, Netherlands, and Germany, we continue to lead the way in global talent solutions.

IntelliPro, a global leader in connecting individuals with rewarding employment opportunities, is dedicated to understanding your career aspirations. As an Equal Opportunity Employer, IntelliPro values diversity and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or any other legally protected group status. Moreover, our Inclusivity Commitment emphasizes embracing candidates of all abilities and ensures that our hiring and interview processes accommodate the needs of all applicants. Learn more about our commitment to diversity and inclusivity at https://intelliprogroup.com/.

Compensation: The pay offered to a successful candidate will be determined by various factors, including education, work experience, location, job responsibilities, certifications, and more. Additionally, IntelliPro provides a comprehensive benefits package, all subject to eligibility.