Receptionist/Administrative Assistant

The Roskamp Institute; Sarasota (FL); On-site; USD 32,000 - 45,000; Full time

Job summary

The Roskamp Institute is seeking an organized Administrative Assistant & Front Office Coordinator to keep daily operations running smoothly. This role covers front desk duties, office administration, purchasing, accounts payable, event scheduling, and internal communications in a fast-paced setting.

The ideal candidate is proactive, detail-oriented, discreet, and capable of balancing changing priorities while supporting the Executive and Administrative Staff.

Qualifications

• High school diploma or equivalent required.
• One to two years' experience in receptionist or administrative support roles.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Preferred: discretion, confidentiality, and professional written/verbal communication.

Responsibilities

• Coordinate the front office: welcome visitors, answer and route calls, issue visitor badges.
• Support office operations: monitor and order supplies, track deliveries, maintain storage areas.
• Maintain shared spaces: prepare meeting rooms and ensure equipment is available.
• Manage communications: share weekly events and updates, maintain boards.
• Support events: plan, setup, coordinate catering and department involvement.
• Assist with purchasing and accounts payable: review POs and log purchases.
• Provide general administrative support to executives and staff.

Skills

Organization

Communication

Discretion

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Office

Apple & PC environments

Light tech support

Job description

We are seeking an organized, service-focused Administrative Assistant & Front Office Coordinator to help keep daily office operations running smoothly. This cross-functional role includes reception, office administration, purchasing, accounts payable, event scheduling, communications. The ideal candidate is proactive, detail-oriented, discreet, and comfortable balancing changing priorities in a fast-paced environment. Full time 30 to 40 hours.

What You'll Do

About the Role

We are seeking an organized, service-focused Administrative Assistant & Front Office Coordinator to help keep daily office operations running smoothly. This cross-functional role includes reception, office administration, purchasing, accounts payable, event scheduling, communications. The ideal candidate is proactive, detail-oriented, discreet, and comfortable balancing changing priorities in a fast-paced environment. Full time 30 to 40 hours.

What You'll Do

• Coordinate the front office: Welcome visitors, answer and route calls and inquiries, maintain staff and department directories, escort guests, issue visitor badges, and follow established security procedures.
• Support office operations: Monitor and order administrative, kitchen, copy-room, and meeting-room supplies, track deliveries, and maintain organized storage areas.
• Maintain shared spaces: Prepare meeting and conference rooms, confirm that equipment and supplies are available, and help keep common areas and the executive kitchen clean, stocked, and ready for use.
• Manage communications: Share weekly events and visitor information, maintain internal communication boards, and distribute organization-wide updates.
• Support events: Coordinate assigned events starting with planning through setup and cleanup. This includes schedules, room preparation, catering orders, refreshments, and coordination with impacted departments.
• Assist with purchasing and accounts payable: Review purchase orders for accuracy and authorization, submit vendor orders, and maintain the purchase-order log.
• Provide general administrative support: Document meetings, collaborate closely with the Executive and Administrative Staff, support organization-wide initiatives, and complete other duties as assigned.

What You Bring

Minimum Qualifications:

• High school diploma or equivalent required.
• One to two years' experience in receptionist or administrative support roles.
• Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.

Preferred Qualifications:

• Strong organizational skills, attention to detail, and the ability to establish priorities, meet deadlines, and adapt to shifting needs.
• Sound judgment, problem-solving ability, discretion, and a commitment to confidentiality.
• Professional written and verbal communication skills and the ability to work effectively with internal and external contacts.
• Proficiency with Microsoft Outlook and Office, familiarity with Apple and PC environments, and comfort providing light technology support.
• Ability to work independently and collaboratively as part of a team.

Physical Requirements

• Ability to lift to 40 pounds as needed.
• Ability to sit for extended periods.

Reporting Relationship

This position reports to the Director of Accounting and Administration and works closely with Executive and Administrative Staff.