Office Administrative Assistant

Accounting Resources; Missouri; On-site; USD 32,000 - 46,000; Full time

Job summary

Accounting Resources in St. Louis, MO is seeking a hands-on administrative assistant to cover front-desk, office operations, and general support across the firm. This in-office role coordinates facilities, events, and onboarding for new hires.

The ideal candidate is highly organized, proficient with Microsoft Office, and able to manage multiple tasks independently while maintaining a professional office environment. You will handle mail, supplies, vendor coordination, and expense reporting.

Qualifications

• 2–5 years of administrative/front-desk experience.
• Highly organized with multitasking ability.
• Proficient in Microsoft Office and office systems.

Responsibilities

• Maintain reception and front-desk operations.
• Greet visitors and manage calls and deliveries.
• Coordinate meeting rooms and building access.
• Handle mail, shipping, and document processing.
• Assist with events and office projects.
• Provide day-to-day administrative support to staff.
• Prepare expense reports in Concur and payroll reimbursements.
• Order and restock office and kitchen supplies.
• Coordinate vendors for facilities needs.
• New-hire setup logistics and equipment coordination.

Skills

Admin experience

Organizational skills

MS Office

Independent worker

In-office presence

Education

High school diploma

Some college/associate degree

Tools

Concur

Badge/security systems

Job description

This is a hands-on, clerical role responsible for front-desk and reception duties, office and kitchen upkeep, supplies and facilities coordination, new-hire setup logistics, and general administrative support across the firm. This position is based in St. Louis, Missouri, is fully in-office. As the primary point of contact for the day-to-day office environment, this role will have a wide range of responsibilities, including:

Responsibilities

• Reception & front-desk operations
• Serve as the first point of contact for the office - answer and direct calls to the general office line, greet and manage visitors, and handle front-door deliveries
• Coordinate meeting rooms and add guests to building security; manage office parking and visitor access
• Receive, sort, and distribute incoming mail; handle post office and shipping runs (mailers, tax forms, materials to portfolio companies, legal documents, etc.)
• Events & meeting coordination
• Coordinate in-office meals and dinner reservations for meetings hosted in St. Louis
• Help plan and coordinate firm events and periodic special projects (e.g., office gatherings, off-sites)
• General administrative support
• Provide day-to-day administrative support to the office and professional staff; troubleshoot administrative issues as they arise
• Perform scanning, electronic filing, and document retention as needed
• Prepare and process routine expense reports in Concur and payroll reimbursement forms, gathering and coding receipts for review and approval
• Perform various ad hoc tasks required to maintain the professional, high-caliber office environment
• Keep all areas of the office presentable and professional; maintain the kitchen daily (load/unload dishwasher, coffee machine upkeep, etc.)
• Order and restock office and kitchen supplies (paper, pens, notebooks, snacks, drinks, kitchen supplies, etc.) through vendors such as Costco and Amazon
• Coordinate service technicians and office-related vendors for building and facilities needs (HVAC, doors, cameras, coffee machine, window cleaning, etc.)
• New-hire setup & logistics
• Coordinate the logistical setup for new hires - laptop, cell phone, office badge, parking, building access, etc.
• Communicate directly with new hires on badge and equipment items prior to their start date

Qualifications

• High school diploma required; associate's degree or some college a plus

Required Skills

• 2-5 years of administrative, office coordination, or front-desk experience, with a demonstrated track record of working independently and reliably
• Exceptionally organized, with the proven ability to manage many concurrent tasks and priorities without dropping details
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfortable learning office systems and tools (e.g., expense, badge/security, and ordering platforms)
• Reliable, punctual, and able to maintain a consistent in-office presence
• Able to perform the physical aspects of the role, including standing, moving about the office, and lifting/restocking supplies