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Title: Office & Administration Associate
Country: USA
City: Raleigh, NC
Professional Area: Administration
Role: Permanent
Reporting to: Office Manager

Office & Administration Associate

Position Overview

The Office & Administration Associate plays a key role in supporting day-to-day office operations, vendor management, workplace services, event coordination, and administrative activities that enable an efficient, organized, and welcoming work environment. This position serves as a central point of coordination for office facilities, front desk operations, workplace experience, and administrative support while partnering with internal stakeholders, building management, vendors, and visitors.

This is an excellent opportunity for an administration professional looking to build a well-rounded career in office operations and workplace management within a dynamic, collaborative, and fast-paced environment.

Key Responsibilities

Vendor Management

• Establish and maintain effective working relationships with external vendors and service providers.
• Coordinate vendor administration activities, including purchase requisitions, purchase orders, invoice processing, and payment tracking in accordance with company policies and procedures.
• Monitor vendor performance and support the resolution of service-related issues as needed.
• Ensure accurate recordkeeping and timely completion of vendor-related documentation.

Events & Workplace Experience

• Support the planning, coordination, and execution of office and company events.
• Collaborate with internal stakeholders, building management, and external vendors to ensure successful event delivery.
• Assist with logistics, communications, catering arrangements, room setup, and event materials.
• Contribute ideas and recommendations to enhance employee engagement and workplace experience initiatives.

Office Management

• Manage office supplies, stationery, and workplace inventory, ensuring adequate stock levels at all times.
• Coordinate maintenance, servicing, and functionality of office equipment, including coffee machines, copiers, printers, and other shared resources.
• Oversee kitchen and breakroom supplies for all office areas, including snacks, beverages, and coffee machine consumables.
• Ensure workplace facilities remain clean, organized, and fully operational through coordination with building management and cleaning services.
• Maintain office access administration, including:
• Creating, updating, and disabling employee and visitor access badges and fobs.
• Maintaining accurate access records and inventories.
• Supporting visitor access requests and temporary badge assignments.
• Generate and distribute monthly office access reports to leadership teams and relevant stakeholders.

Front Desk & Visitor Management

• Serve as the first point of contact for visitors, guests, and incoming communications.
• Answer, screen, and direct incoming telephone calls professionally and efficiently.
• Welcome visitors and ensure appropriate visitor registration and documentation processes are followed.
• Coordinate visitor access and support a positive guest experience.
• Manage incoming and outgoing correspondence, packages, and mail distribution.
• Coordinate shipping and courier services while ensuring timely delivery and communication with employees.

Administrative Operations & Reporting

• Coordinate the ordering and distribution of business cards and other office materials.
• Prepare, maintain, and distribute administrative reports and records, including:
• Visitor logs
• Office access reports
• Badge and fob inventories
• Vendor and facilities-related records
• Support documentation management, filing, and process administration activities.
• Assist with special projects and administrative initiatives as assigned.

Facilities, Compliance & Workplace Support

• Partner with building management and service providers to address workplace maintenance and facility-related issues.
• Support compliance with workplace policies, procedures, and safety requirements.
• Identify opportunities for process improvements that enhance office efficiency and employee experience.
• Contribute to maintaining a professional, safe, and welcoming work environment for employees and visitors.

Qualifications & Experience

Required

• 2-3 years of office administration, executive administration, office coordination, or related experience within a mid-sized or large organization.
• Strong proficiency in Microsoft Office applications, including Excel, PowerPoint, Word, and Outlook.
• Excellent organizational, planning, and time management skills with strong attention to detail.
• Strong communication and interpersonal skills with the ability to interact effectively with employees, visitors, vendors, and leadership.
• Ability to work independently while collaborating effectively within cross-functional teams.
• Demonstrated flexibility, adaptability, and problem-solving capabilities.
• High level of integrity, professionalism, and accountability.
• Fluent English language skills.

Preferred

• Experience working in culturally diverse and international environments.
• Experience supporting workplace services, facilities management, or office operations.
• Working knowledge of HR and enterprise systems such as SAP or SuccessFactors.
• Bachelor's degree, diploma, or equivalent qualification in Business Administration or a related field.

What You'll Gain

• Broad exposure across workplace operations, vendor management, facilities coordination, events, and administrative services.
• Opportunities to contribute to initiatives that enhance employee experience and workplace effectiveness.
• Collaboration with diverse stakeholders across business functions and external partners.
• A strong foundation for long-term growth within Office Administration, Workplace Experience, Facilities Management, or Corporate Services.

At JTI Liggett, we are proud to be recognized as a Top Employer and awarded the Global Equality Standards certificate, continuing our commitment to equal pay and equal opportunities.

Our culture is what makes JTI Liggett a fun and exciting environment to work in. We value integrity, trust, empowerment, and freedom - freedom of choice, freedom of thought, freedom of expression, and freedom to be yourself.

We ask for accountability, ownership, results, and collaboration.

And we care for our people's well-being. In addition to the salary, you can enjoy the following benefits:

• Annual Performance-based Bonus
• Employee Stock Purchase Plan
• Personal Development Programs
• Medical, Dental & Vision Plan for employees & family members
• Life Insurance
• Matching 401(K)
• Paid Time Off (PTO)
• Paid Family Leave (20 weeks)
• Short-Term & Long-Term Disability
• Education/Tuition Assistance
• Volunteering Activities
• Employee Assistance Program (counseling services for employees & family members)

Are you ready to join us? Build your success story at JTI. Apply now!

Next Steps:

After applying, if selected, please anticipate the following within 1-3 weeks of the job posting closure: Phone screening with Talent Advisor > Assessment tests > Interviews > Offer. Each step is eliminatory and may vary by role type.

At JTI, we strive to create a diverse and inclusive work environment. As an equal-opportunity employer, we welcome applicants from all backgrounds. If you need any specific support, alternative formats, or have other access requirements, please let us know.