Office Assistant: Front Desk & Admin (Grand Rapids)

Align; Grand Rapids (MI); On-site; USD 34,000 - 44,000; Full time

Job summary

Fishbeck is seeking an Office Assistant for its Grand Rapids headquarters to welcome visitors and support staff. This full-time, in-office role runs Monday–Friday from 8:00 a.m. to 5:00 p.m., serving as a primary point of contact and helping ensure the smooth operation of shared spaces and daily tasks.

You will handle front desk communications, meeting coordination, document preparation, and travel logistics while assisting multiple departments with administrative needs.

Qualifications

• At least one year of office or administrative experience; experience in an engineering or professional services environment is a plus
• Proficiency with Microsoft Outlook, Excel, Word, and Adobe Acrobat
• Highly organized, dependable, and detail-oriented
• Strong verbal and written communication skills with a focus on providing excellent service
• Ability to manage multiple priorities and adapt as business needs change
• Comfortable learning and using new technology
• Strong problem-solving skills and the ability to work independently
• Self-motivated with the ability to thrive in a busy, professional office environment
• A positive and professional approach when interacting with clients, visitors, and staff

Responsibilities

• Greet and assist clients, visitors, and staff at the front desk of our Grand Rapids office
• Provide professional and friendly communication by phone, email, and mail
• Coordinate meeting arrangements, including room scheduling, lunches, and catering
• Assist staff with scanning, assembling, printing, and distributing documents
• Coordinate shipping and receiving for the office
• Coordinate travel arrangements for staff, clients, and visitors traveling to and from Grand Rapids
• Assist staff with scheduling and coordinating fleet vehicles
• Serve as the onsite contact for coffee and vending program needs
• Maintain conference rooms, resource rooms, kitchenettes, and other shared spaces
• Monitor office supplies and ensure shared areas remain stocked, organized, and ready for staff and visitors
• Collaborate with the Facilities team on routine vendor and building needs
• Coordinate maintenance requests and follow through to ensure they are addressed promptly
• Provide administrative support to staff across a variety of departments
• Assist with additional projects and office needs as assigned

Skills

Office experience

Organizational skills

Communication skills

Independent worker

Tools

Microsoft Outlook

Excel

Word

Adobe Acrobat

Job description

Fishbeck is seeking an Office Assistant for its Grand Rapids headquarters to welcome visitors and support staff. This full-time, in-office role runs Monday–Friday from 8:00 a.m. to 5:00 p.m., serving as a primary point of contact and helping ensure the smooth operation of shared spaces and daily tasks.

You will handle front desk communications, meeting coordination, document preparation, and travel logistics while assisting multiple departments with administrative needs.