Office Administrator/Receptionist

Fire & Risk Alliance, LLC • Full-time • Rockville, MD, US • 4m ago

Position Summary:

We are seeking a highly organized and personable Office Administrator/Receptionist to serve as the first point of contact for visitors and ensure the smooth day-to-day operations of our office. This role requires strong communication skills, attention to detail, and the ability to juggle multiple responsibilities. The ideal candidate will be proactive, professional, and comfortable managing vendor relationships, purchasing, and general office support.

Key Responsibilities:

Front Desk & Client Services

Greet and welcome clients, visitors, and staff in a professional manner.
Answer and direct incoming phone calls and emails promptly and courteously.
Maintain a tidy and welcoming reception and common areas.

Office & Facilities Administration

Coordinate with office vendors, including cleaning services, maintenance providers, and other facility-related contractors.
Oversee general office upkeep and ensure a clean, safe, and well-maintained workspace. This includes but is not limited to: taking out the trash, loading and emptying the dishwasher, maintaining clean kitchen equipment, periodic inspection and cleaning of office refrigerators, and set up/cleaning up following small office events.
Manage office supply inventory and reordering, including supplies for the kitchen, restroom, printers, and general use items.
Receive and distribute incoming mail and deliver outgoing mail, using personal vehicle to go to vendors such as FedEx or UPS.

Purchasing & Procurement

Process R&D team purchase requests and manage order tracking and delivery coordination.
Reconcile and process company credit card transactions related to office supplies and R&D expenses.
Order branded office swag and promotional materials as needed.

Administrative Support

Assist with coordinating meetings, onsite events, or team activities.
Support internal teams with administrative tasks and special projects as assigned.
Maintain accurate records, receipts, and documentation related to office purchases and services.
Order meals as required for meetings and company gatherings.
Pick-up meals, supplies, etc. as needed using personal vehicle.

Qualifications:

Proven experience in an administrative, receptionist, or office management role.
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.
Familiarity with expense tracking or purchasing software a plus.
Friendly, creative, approachable, and solution-oriented attitude.

Work Environment:

Office-based role with standard business hours, 5 days per week, 8am-5pm.
Must be able to move and lift office supplies occasionally (up to 50 lbs).
Interacts with various departments, vendors, and external guests.

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