Program Office Assistant Jobs in Florida (NOW HIRING)

Position Summary

The Receptionist / Office Assistant is responsible for providing front-office, administrative, and workplace support to help maintain an organized, professional, and welcoming office environment. This position serves as a first point of contact for employees, visitors, vendors, and guests and provides day-to-day administrative support to various departments and office locations as needed.

The role is responsible for reception and general office coordination, including maintaining common areas, managing office and breakroom supplies, coordinating lunches and meetings, and assisting with employee engagement activities and company events. The Receptionist / Office Assistant will also provide administrative support to Human Resources, Marketing, and other departments based on business needs.

Essential Duties and Responsibilities

• Serve as a welcoming and professional first point of contact for visitors, vendors, candidates, employees, and other guests.
• Greet visitors, notify appropriate employees of arrivals, and assist with general visitor needs.
• Answer, screen, and direct incoming calls and general inquiries as appropriate.
• Maintain the reception area, conference rooms, breakrooms, coffee stations, and other common areas to ensure they remain clean, organized, stocked, and presentable throughout the business day.
• Reset conference rooms following meetings, including removing materials, organizing furniture, and ensuring rooms are ready for the next meeting.
• Receive, organize, stock, and put away office supplies, kitchen supplies, beverages, snacks, and other deliveries.
• Monitor inventory levels and coordinate the ordering and replenishment of office, breakroom, and other routine supplies.
• Coordinate meals, refreshments, and catering for meetings, training sessions, leadership meetings, employee events, and other company activities as requested.
• Assist with incoming and outgoing mail, packages, deliveries, shipping, and courier services.
• Provide general administrative support, including preparing documents, scanning, filing, copying, organizing records, assembling materials, and other clerical responsibilities.
• Support Human Resources with administrative activities such as new-hire preparation, onboarding materials, employee communications, training materials, recognition activities, and other employee-related initiatives.
• Support Marketing with administrative and logistical needs, including organizing materials, coordinating shipments, preparing event items, and assisting with internal company communications and activities.
• Assist Human Resources, Marketing, and local office leadership with employee engagement initiatives, recognition programs, celebrations, and annual company events.
• Assist with planning and coordinating company events, including ordering supplies, preparing materials, coordinating food and refreshments, setting up and breaking down event spaces, and other logistical support.
• Help prepare the office for meetings, leadership visits, recruiting activities, employee events, and other scheduled functions.
• Maintain organized storage areas for office supplies, company materials, event supplies, promotional items, and related inventory.
• Coordinate with vendors and service providers regarding routine office needs as directed.
• Assist employees and departments with miscellaneous administrative requests and special projects.
• Support other Norlee offices and departments with administrative and event-related needs as requested.
• Identify routine office needs and take appropriate action to maintain an orderly, efficient, and professional workplace.
• Perform other duties and responsibilities as assigned.

Qualifications

• High school diploma or equivalent required; associate degree or additional administrative training preferred.
• Prior experience in a receptionist, administrative assistant, office support, customer service, or similar role preferred.
• Strong organizational skills with the ability to manage multiple tasks and changing priorities.
• Professional, friendly, and service-oriented demeanor.
• Strong verbal and written communication skills.
• Ability to interact professionally with employees, executives, candidates, customers, vendors, and visitors.
• Strong attention to detail and follow-through.
• Ability to work independently, take initiative, and recognize tasks that need attention without requiring continuous direction.
• Comfortable supporting multiple departments and responding to changing business needs.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and other standard office applications preferred.
• Ability to maintain confidentiality when handling employee, candidate, or company information.

Core Competencies

• Customer Service and Professionalism
• Organization and Attention to Detail
• Initiative and Follow-Through
• Communication
• Teamwork and Collaboration
• Adaptability
• Time Management
• Reliability and Dependability

Physical Requirements

• Ability to perform work in a professional office environment.
• Ability to sit, stand, walk, bend, and move throughout the office during the workday.
• Ability to lift and carry office supplies, packages, event materials, and similar items weighing up to approximately 25 pounds.
• Ability to assist with meeting and event setup and breakdown as needed.

Work Environment and Schedule

This is a full-time, on-site position performed primarily in a professional office environment. Regular and reliable attendance is an essential function of the position due to the front-office, visitor-support, and workplace responsibilities of the role.