Administrative Assistant, MS

MS Administrative Assistant

The Administrative Assistant is responsible for supporting workplace space planning operations, workstation allocation, furniture inventory, vendor coordination, and office moves. This role works closely with internal teams, business stakeholders, and third-party service providers to ensure efficient space utilization and a well-organized workplace environment.

Responsibilities:

- Ticket Management: Manage Space Planning service requests, prioritize tasks, ensure requests contain the required information, track progress, and coordinate with other departments as needed.

- Vendor Coordination: Organize weekly vendor work orders, communicate priorities and instructions, monitor service delivery, and participate in regular meetings with the Space and Design Manager.

- Space Planning Systems: Maintain accurate seating plans, workstation allocations, employee location records, and nameplate information in the designated space management system. Prepare occupancy and workstation reports as required.

- Reconfigurations and Moves: Coordinate workstation reconfigurations and large team moves, including scheduling vendors, preparing move instructions and signage, updating seating plans, and providing pre- and post-move support.

- Vendor Management and Invoice Support: Monitor vendor performance, report asset damage, review invoices for accuracy, track expenditures, and coordinate invoice approvals and payment processing.

- Inventory and Asset Management: Maintain accurate furniture and storage inventory records, coordinate deliveries, repairs, and replacements, and work with teams to optimize storage space.

Qualifications:

- Post-secondary education or equivalent experience.

- Minimum of 2 years of relevant administrative, facilities, workplace operations, or space planning experience.

Skills:

- Strong organizational, prioritization, and time management skills.

- Excellent verbal and written communication skills.

- Strong interpersonal skills and the ability to work effectively with multiple teams and external vendors.

- Strong attention to detail and accuracy in maintaining records and reviewing documentation.

- Proficiency in Microsoft Office applications and the ability to learn workplace management systems.

- Self-motivated, solution-oriented, and able to manage multiple requests and deadlines.