Administrative Assitant

Grand Rapids, MIPosted 1 weeks ago

Part-timeonsiteentry

Job Description

Administrative Assistant (Part time)

About Allied: At Allied Electric, we’re building an electrical company designed for growth, opportunity, and impact. For over 55 years, we’ve delivered high-quality electrical and low voltage solutions across industrial, commercial, and institutional markets – but what sets us apart today is where we’re going next. Guided by our mission, “Bringing Power to Possibilities,” Allied Electric is investing in our people, our technology, and the future that our services help bring to life. We partner with leading general contractors, owners, and developers across the Midwest and beyond, delivering complex, high-impact projects that power critical infrastructure and essential operations. Our team is made up of driven, team-first individuals who take pride in their work, continuously improve, and show up in a positive way. Whether in the field or the office, we are committed to creating an environment where great people can grow, develop, and build meaningful careers.

Job Summary:

The Administrative Assistant plays an important role in supporting smooth and efficient day-to-day office operations. This is a part-time position averaging 20–24 hours per week. The role provides support across a variety of administrative, HR, and office coordination functions. Responsibilities include supporting employee engagement initiatives, assisting with communications and marketing tasks, managing office and breakroom supplies, and providing front-desk and general office support.

Key Responsibilities:

Office Operations & Coordination:

Oversee day-to-day office operations to ensure a clean, organized, and fully stocked work environment
Manage office supply inventory and place orders as needed (e.g., kitchen, breakroom, office supplies)
Receive, organize, and distribute incoming deliveries and packages
Coordinate setup and upkeep of common areas, conference rooms, and shared spaces
Submit and track facility maintenance requests and coordinate with vendors as needed

Vendor & Purchasing Coordination:

Manage relationships with office-related vendors (e.g., supplies, water service, cleaning services, printing vendors)
Coordinate ordering, delivery schedules, and issue resolution with vendors
Obtain quotes, compare pricing, and support cost-effective purchasing decisions
Track recurring orders and ensure continuity of critical supplies
Monitor and report on office-related spending trends
Maintain field employee apparel inventory

Employee Support & Onboarding Coordination

Coordinate new hire office setup (clean and set up workspace, order supplies, order business cards, etc.)
Assist with tracking employee-related documentation (non-confidential)
Serve as a point of contact for general employee needs and office-related requests

Mail & Office Services:

Retrieve, sort, and distribute incoming mail
Coordinate outgoing mail and post office runs as needed
Scan and distribute important documents to appropriate team members

Event & Employee Engagement Support:

Assist with planning and coordination of company events and employee engagement activities
Order and prepare supplies, food, and materials for internal events
Support employee recognition efforts (e.g., birthdays, celebrations, bereavement, anniversaries, baby announcements, etc.)

Administrative Support:

Provide general administrative support to leadership and internal teams
Assist with document preparation, printing, labeling, and coordination requests
Respond to walk-in visitors and direct them appropriately
Answer phones and redirect callers as needed
Coordinate and book travel for leadership as needed.

Experience:

High school diploma or equivalent required
1–3 years of administrative, receptionist, or office support experience preferred

Qualifications:

Strong organizational, communication, and multitasking skills
Professional and customer-service-oriented demeanor
Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams)
Ability to work independently and manage multiple priorities
Strong attention to detail and ability to handle sensitive information professionally