Office Assistant

The Vistex Office Assistant must be positive, reliable, flexible, and able to manage a fast-paced work environment. The candidate will assist with the support of daily operations and facility needs at corporate headquarters, be a contact for vendors and property management, while upholding the main reception area at Vistex.

Responsibilities :

• Greet and direct customers, vendors, remote employees, and guests arriving at the main reception area.
• Check voice mail messages daily and forward them accordingly to the appropriate personnel.

• Track temporary access cards and badges for employees and guests & maintain Security/Sign in log.
• Manage daily incoming and outgoing mail, packages, and courier shipments; coordinate FedEx shipments for all departments and notify employees of deliveries.
• Manage facilities and office help-desk tickets, including requests related to IT equipment return labels, international shipments, and other office service needs.
• Support office supply inventory and ordering, including restocking supplies, office snacks, and refrigerators.
• Assist with vendor coordination & track vendor invoices to submit to the Finance team for payment processing.
• Assist with new hire onboarding logistics, including preparing workspaces, ensuring cubicles are clean and ready, creating nameplates, and stocking basic office supplies prior to start dates.
• Coordinate hotel reservations for visiting employees or guests by tracking requests through email or facilities tickets.
• Serve as a liaison with building management alongside Office Coordinator, by submitting work orders & tracking maintenance as needed.
• Manage the Vigor gym calendar for onsite fitness classes and assist Facilities with the operations upkeep of the Gym such as towel laundry and replenishing snacks or supplies.
• Assist with the setup and coordination of meetings, scheduling conference rooms and preparing meeting spaces as needed.
• Review and update reception and office procedures to ensure efficiency and alignment with company needs.
• Perform other administrative and operational duties as assigned

The compensation for this position is up to $23 per hour. Base pay will vary depending on factors, including but not limited to, a candidate’s location, job-related knowledge, skills, and work experience. The compensation package may also include incentive compensation opportunities in the form of discretionary annual bonus.  Vistex provides highly competitive benefits including comprehensive healthcare plan, and paid time off, including paid volunteerism days!

About us: The Vistex platform helps businesses finally get control of all their different promotions, rebates, SPAs, discounts, and other incentives. With so many programs across so many partner relationships, it can be impossible to see where all the money is going, let alone how much difference it’s making to revenue. With Vistex, business leaders can see the numbers, see what really works, and see what to do next – so they can make sure every dollar they spend really is driving more growth, not just more costs. It’s why global enterprises ranging from Coca-Cola to Sony to Grainger rely on Vistex every day. Vistex | Now it all adds up.™ 

Qualifications Education Required Associates or better. Experience Required Experience in office administration Proficient in Microsoft Office and Outlook Ability to lift up to 25lbs Ability to adapt to changing schedules, multiple work plans, and a growing business. Proficient in data entry and document management. Excellent verbal, written, and interpersonal skills Able to manage time and work productively Acute attention to detail Ability to work and collaborate with colleagues of all levels throughout the organization Equal Opportunity Employer
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