In-Office Administrative & Front Desk Coordinator

Vitality Living Support Office; Brentwood (TN); On-site; USD 34,000 - 42,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

Generous PTO Plan

401k

Quarterly company profit-sharing bonus

Job summary

Vitality Living Support Office in Brentwood, TN is seeking a full-time Administrative Assistant to join our in-office team, Monday–Friday 8:00 AM–5:00 PM. This role supports multiple departments, ensuring a professional, organized front office and timely handling of calls, visitors, and mail.

We value teamwork, confidentiality, and the ability to manage competing priorities with attention to detail. A high school diploma or GED and 2–3 years of experience are expected, with proficiency in

Qualifications

• High school diploma or GED.
• 2–3 years as an administrative assistant.
• Excellent organizational skills and multi-tasking abilities.
• Exceptional customer service skills in personal, verbal and written communications.
• Strong attention to detail, basic bookkeeping and organizational skills required.
• Proficient at Microsoft Word, Excel, Outlook and PowerPoint.
• Ability to work independently with limited supervision.
• Aptitude to use sound judgement when resolving issues on behalf of leaders.
• Projects a positive and professional image at all times.

Responsibilities

• Answer incoming calls, route appropriately, and track messages as needed.
• Oversee the day-to-day operations of the front office.
• Work closely with the leasing company on managing work orders and maintenance for the support office.
• Welcome and greet visitors in a friendly, professional manner, ensure guest comfort, and communicate guest arrivals timely to hosts.
• Manage the security of the front door by admitting guests or employees upon arrival.
• Manage travel arrangements in the travel platform of record for company or guest travelers as requested.
• Manage calendars for some of the Executive Team.
• Manage calendar activity for the company vehicles, meeting rooms, etc., and proactively resolve any conflicts in a timely and efficient manner that supports all parties.
• Manage the Company's Season tickets.
• Assist with the planning and execution of company events.
• Regularly maintain and update the Vitality Corporate and Community contact lists.
• Manage and monitor the [e-mail] inbox, route inquiries to the appropriate department or leader, and track follow-up as needed.
• Maintain meeting room supplies and cleanliness to ensure readiness at all times as well as set up refreshments or other materials as requested.
• Order or reorder business cards as requested.
• Coordinate arrangements for company meetings with respect to hotel reservations, lunch orders, dinner reservations, event planning, etc. as needed.
• Prepare and manage expense reporting and credit card activity for Executive Team,
• Oversee incoming mail and packages and ensure timely delivery to the correct recipient
• Coordinate shipping of materials, correspondence, or other items to external recipients as requested and record appropriate expense allocation for each shipment
• Maintain adequate on-hand inventory of office, kitchen, and break room supplies
• Monitor office equipment and coordinate service or repair as needed
• Receive and document resident and family-member concerns, route them to the appropriate leaders, and follow up regularly to support timely resolution.
• Ensure continuity of business operations by communicating regular updates to internal stakeholders and direct supervisor
• Perform other duties as assigned

Skills

Organizational skills

Multi-tasking

Customer service

Independent work

Judgment

Professional image

Education

High school diploma or GED

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Vitality Living Support Office in Brentwood, TN is seeking a full-time Administrative Assistant to join our in-office team, Monday–Friday 8:00 AM–5:00 PM. This role supports multiple departments, ensuring a professional, organized front office and timely handling of calls, visitors, and mail.

We value teamwork, confidentiality, and the ability to manage competing priorities with attention to detail. A high school diploma or GED and 2–3 years of experience are expected, with proficiency in