Administrative & Office Support Specialist

AIPSO; Johnston (RI); On-site; USD 50,000 - 80,000; Full time

Job summary

AIPSO in Johnston, RI seeks an experienced administrative professional to provide general office support, coordinate meetings, and serve as the on-site contact for routine needs. The role requires strong Microsoft Office skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment.

You will assist with light IT support, track supplies, manage records, and help with onboarding of contractors.

Qualifications

• Three or more years of related administrative or office coordination experience.

Responsibilities

• Provide general office administration support, including mail distribution, FedEx and courier activity, office and kitchen supply ordering, photocopying, filing, and other daily office support needs.
• Coordinate meetings and events by reserving locations, arranging equipment and food, assembling materials, preparing agendas, recording minutes, and tracking follow-up items.
• Serve as the primary onsite contact for routine office needs, including maintenance requests, office equipment troubleshooting, supply replenishment, visitor coordination, conference room readiness, and general workplace organization.
• Perform light, non-technical maintenance tasks as appropriate, such as touch-up painting, hanging signs or notices, replacing labels, assembling or repositioning lightweight office items, and coordinating vendor or facilities support when work exceeds routine office-level maintenance.
• Monitor office appearance, common areas, conference rooms, supply areas, signage, and shared equipment to ensure a safe, organized, professional, and functional work environment.
• Coordinate technical department issues with Automation Support, including tracking outgoing and returned IT equipment, monitors, computers, badges, headsets, and related accessories, and requesting replenishment when stock is running low.
• Assist employees with low-complexity IT support needs, such as password reset coordination, basic login guidance, conference room equipment setup, printer or scanner troubleshooting, and initial triage of routine technology issues in accordance with company policies and escalation procedures.
• Escalate complex, security-sensitive, or non-routine technology matters to Automation Support or other designated IT personnel and follow up to ensure timely resolution.
• Maintain confidential records, reports, directories, visitor logs, equipment tracking records, supply inventories, and other office documentation as needed.
• May run and/or create inquiries to develop and distribute various types of reports and/or charts.
• May assist with monitoring and maintenance of various databases, department websites, shared folders, and office resource materials.
• May assist with the new hire and/or contractor onboarding process, including ordering IDs, computers, accessories, workspace supplies, and responding to routine questions.
• May function as the point person for contractors and visitors, including processing access requests, assisting with timecard reporting, maintaining files, notifying managers of reported hours, and tracking contract provisions.
• May provide administrative, office coordination, facilities coordination, or routine technology assistance to other departments as directed by management.

Skills

Microsoft Office

Attention to detail

Time management

Communication skills

Multitasking

Independent work

Education

Associates degree or equivalent

Tools

Microsoft Office suite

Job description

AIPSO in Johnston, RI seeks an experienced administrative professional to provide general office support, coordinate meetings, and serve as the on-site contact for routine needs. The role requires strong Microsoft Office skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment.

You will assist with light IT support, track supplies, manage records, and help with onboarding of contractors.