RECEPTIONIST/ADMIN ASSISTANT

Kids for the Future; Collierville (TN); On-site; USD 20,000 - 29,000; Full time

Job summary

Kids for the Future in Collierville, TN seeks an Administrative Assistant to handle reception, travel coordination, and broad logistical support across departments. The role requires an organized, discreet professional who can manage confidential information and adapt to a fast-paced environment.

You will oversee office supplies and expense tracking, manage AMEX reports, support events, and liaise with vendors.

Qualifications

• Highly organized with ability to juggle multiple high-priority tasks.
• Proactive problem solving and discretion with confidential information.
• Proficiency with Gmail, Docs, Sheets, Slides and basic project tools.

Responsibilities

• Reception management: greet interview candidates and guests and manage the front desk schedule.
• Travel coordination: arrange flights, hotels, and rentals; negotiate rates with vendors.
• Logistical support: coordinate events, itineraries, hotel blocks, and communications.
• Financial & expense management: track expenses and manage AMEX reports with accuracy.
• Supply & inventory oversight: monitor office supplies and manage requests.
• FedEx account: maintain relationships and handle pricing and related issues.
• Operational support: assist with administrative projects and update internal docs.

Tools

G-Suite

Job description

• Location 311 Moore Lane,Collierville, TN, 38017,United States
• Base Pay $18.00 / Hour
• Employee Type Non-Exempt - FT

Description

The Administrative Assistant serves as a key operational support role, managing a diverserange of administrative, reception, and logistical tasks. This position requires a highly organized,professional individual capable of handling confidential information, and managing varioustasks. The ideal candidate is proactive, tech-savvy, and possesses strong problem-solving skillsto support executive leadership and various departments across the organization.

Duties and Responsibilities

• Reception Management:Act as the primary face of the company, welcoming interviewcandidates and guests, and managing the front desk schedule. Ensure securityprotocols are followed regarding visitor logs and employee escorts for guests/formeremployees.
• Travel Coordination: Manage comprehensive travel arrangements (flights, hotels, andrentals) for agents, managers, and executives. Maintain preferred vendor relationships,utilize corporate accounts (e.g., Avis, Hampton Inn), and manage credit card authorization processes. Track high frequency travel locations and negotiate rates withlocal hotels.
• Logistical Support: Coordinate logistics for company events (e.g., Recovery Master),including managing itineraries, hotel blocks, lunches, and communication with insurersand participants.
• Financial & Expense Management:
  • - Monitor and track branch expenses; manage company AMEX reports with highprecision and timeliness.
  • - Create and maintain expense tracking forms to assist branch managers.
  • - Proactively research cost-saving opportunities and manage vendor pricing.
• Supply & Inventory Oversight: Manage corporate office inventory and supply requests,utilizing established tracking systems and ordering forms.
• FedEx Account: Manage our FedEx account, maintain a good working relationship withour rep, handle issues (pricing, etc.)
• Operational Support: Assist with administrative projects (e.g., inventory tracking),ensuring accuracy and consistency.
• Process Improvement: Maintain and update internal documentation, including guides,FAQs, and contact lists to improve team efficiency.

Requirements

• Exceptional Organizational Skills: Ability to juggle multiple, high-priority tasks simultaneously without the need for follow-up.
• Proactive Problem Solving: A self-starter who identifies issues (e.g., price increases,process gaps) and suggests solutions independently.
• Proficiency with Technology: Strong aptitude for G-Suite (Docs, Sheets, Slides, Chat) and internal project management tools.
• Communication & Professionalism: Excellent interpersonal skills with the ability to represent the company professionally to clients, guests, and internal leadership.
• Discretion: Ability to handle sensitive financial, HR, and security information with total confidentiality.