Front Desk Admin Assistant Jobs (NOW HIRING)

Company Description:

Associated Energy Group, LLC (AEG Fuels) is a global aviation fuels and services supply chain management company. The company’s core business is the marketing and financing of fuel supply and logistics solutions for the world’s largest airlines, militaries, and corporate operators.

AEG Fuels serves its clients through a network of longstanding relationships with subcontracted parties around the world. Customers are afforded the benefits of negotiated fuel and throughput pricing based on AEG Fuel’s aggregate volume within a network of over 3,000 airports as well as the company’s specialized expertise in delivering products safely and on time.

AEG Fuels is dedicated to providing comprehensive support and unparalleled 24/7 service around the world. 30 different nationalities are represented on AEG’s team and with offices in Miami, Houston, Toluca, Medellin, Sao Paolo, London, Dubai, Singapore and Shanghai the company combines a global presence with a local touch.

AEG Core Values:

• Excellence & Teamwork
• Entrepreneurship & Innovation
• Respect & Trust
• Always Do What’s Right

Position Overview:

The Front Desk Administrator serves as the first point of contact for visitors, employees, vendors, and business partners while providing administrative and office support to ensure the smooth day-to-day operation of the office. This role requires exceptional customer service, organization, communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Greet, welcome, and assist visitors, clients, and vendors in a professional and courteous manner.
• Manage the front desk and maintain a professional reception area at all times.
• Support executives and department leaders with ad hoc requests, time sensitive assignments, and other duties as required.
• Escort guests to meeting rooms and designated locations throughout the office.
• Monitor and manage shipping and receiving activities, including handling incoming and outgoing mail, packages, and deliveries.
• Coordinate and maintain office supply inventory and place orders as needed.
• Restock break rooms, kitchen areas, and common office spaces to ensure they remain clean, organized, and fully supplied.
• Coordinate food orders and catering arrangements for meetings, events, and office functions.
• Book and coordinate domestic and international travel arrangements for stakeholders, including flights, hotels, ground transportation, and itineraries.
• Prepare and process expense reports for executives and other stakeholders in a timely and accurate manner.
• Assist with scheduling meetings, conference room coordination, and general administrative support.
• Maintain relationships with vendors and service providers as needed.
• Support office events, employee activities, and special projects.
• Ensure compliance with office procedures and company policies.
• Perform other duties and administrative tasks as assigned.

Required Skills & Experience:

• High school diploma or equivalent required; associate's degree preferred.
• 3+ years of experience in a receptionist, administrative assistant, office coordinator, or similar role.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication abilities.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience booking travel and processing expense reports preferred.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks, manage multiple responsibilities, and work independently.
• Professional appearance and demeanor.
• Ability to sit, stand, and walk throughout the office as needed.
• Ability to occasionally lift and move packages or office supplies up to 25 pounds.
• Ability to escort visitors throughout the facility and assist with office operations.
• Bilingual in English and Spanish (strongly preferred).

Key Traits we are looking for:

• Customer Service Orientation
• Communication Skills
• Organization and Time Management
• Attention to Detail
• Problem Solving
• Professionalism
• Adaptability and Flexibility
• Team Collaboration

Equal Employment Opportunity Statement

AEG Fuels is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, military status, marital status, pregnancy, or any other characteristic protected by applicable federal, state, or local law.

AEG Fuels is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the recruitment process and employment relationship. If you require an accommodation to participate in the application process, please contact Human Resources.