Office Administrative Assistant

Sterling Search Partners; Birmingham (AL); On-site; USD 40,000 - 50,000; Full time

Job summary

Sterling Search Partners is assisting a Birmingham-based client in their search for an Office Administrator. The successful candidate will be the polished, friendly face greeting clients and guiding visitors while ensuring a smooth-running reception and operations.

You will manage calendars, assist with mail and package handling, coordinate meetings, support leadership, and handle data entry and filing with discretion.

Qualifications

• Experience in administrative or receptionist roles.
• Professional appearance and strong interpersonal skills.
• Bright, friendly, and engaging personality.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Ability to work independently and take initiative.
• Dependable and detail-oriented.

Responsibilities

• Serve as the first point of contact for visitors, clients, and guests.
• Greet visitors warmly and professionally and ensure they have a positive experience.
• Answer and direct incoming phone calls.
• Maintain a clean, organized, and professional reception and office environment.
• Assist with scheduling meetings and coordinating calendars.
• Manage incoming and outgoing mail, packages, and deliveries.
• Order and maintain office supplies and inventory.
• Provide administrative support to leadership and other team members.
• Assist with data entry, document preparation, filing, and recordkeeping.
• Coordinate office meetings, lunches, and occasional company events.
• Help resolve day-to-day office needs and proactively identify ways to improve office operations.
• Handle confidential information with professionalism and discretion.
• Take on additional administrative and office-related projects as needed.

Skills

Communication

Organization

Interpersonal skills

Initiative

Time management

Tools

Microsoft Office

Job description

Sterling Search Partners is helping a Birmingham client with its search for an Office Administrator. We are seeking a bright, professional, and personable Office Administrator to serve as the welcoming face of our company. This individual will often be the first person clients, visitors, and employees encounter, so we are looking for someone who is polished, friendly, organized, and confident. The ideal candidate has a positive personality, strong communication skills, and the ability to create an excellent first impression while keeping the office running smoothly. This role is perfect for someone who enjoys working with people, staying organized, and taking ownership of a variety of administrative responsibilities.

Key Responsibilities

• Serve as the first point of contact for visitors, clients, and guests
• Greet visitors warmly and professionally and ensure they have a positive experience
• Answer and direct incoming phone calls
• Maintain a clean, organized, and professional reception and office environment
• Assist with scheduling meetings and coordinating calendars
• Manage incoming and outgoing mail, packages, and deliveries
• Order and maintain office supplies and inventory
• Provide administrative support to leadership and other team members
• Assist with data entry, document preparation, filing, and recordkeeping
• Coordinate office meetings, lunches, and occasional company events
• Help resolve day-to-day office needs and proactively identify ways to improve office operations
• Handle confidential information with professionalism and discretion
• Take on additional administrative and office-related projects as needed

Qualifications

• Previous administrative, receptionist, office coordinator, or customer service experience preferred
• Professional appearance and strong interpersonal skills
• Bright, friendly, and engaging personality
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• Comfortable interacting with executives, clients, visitors, and employees at all levels
• Proficient with Microsoft Office and other basic office technology
• Ability to work independently and take initiative
• Dependable, detail-oriented, and highly professional

What We're Looking For

More than anything, we are looking for someone who can represent our company well. The right person will be smart, polished, energetic, welcoming, and professional—someone who naturally makes people feel comfortable when they walk through the door.

This is an excellent opportunity for someone who enjoys being at the center of a busy office and takes pride in creating a professional and welcoming environment.