Administrative Assistant (Front Desk)

Summary

The Administrative Assistant (Front Desk) plays a vital role in creating a welcoming and professional atmosphere at our Memphis Corporate Headquarters. This role serves as the first point of contact for employees and visitors, ensuring smooth front office operations and supporting various administrative functions across departments.

This position offers broad exposure to many parts of the business through daily interaction with team members, leaders, vendors, and service providers. The ideal candidate is highly organized, proactive, and personable and is able to manage multiple responsibilities while maintaining a strong customer service mindset.

Location: Memphis Corporate Headquarters
Position Type: Full Time
Work Type: Onsite, Monday - Friday

What Sets This Role Apart

• High visibility: You’re the first impression for every visitor, vendor, and teammate who enters our office
• Diverse responsibilities: Support multiple departments and functions with essential operations
• Cross-functional collaboration: Work closely with HR, facilities, and other internal teams on events and operational needs

Who You Are

• A positive and professional communicator with a strong sense of integrity
• Organized and detail-oriented, with a passion for continuous improvement
• A team player who thrives in a fast-paced environment and adapts quickly to changing needs
• Comfortable managing multiple priorities and taking initiative to solve problems independently

Essential Functions

To perform this job successfully, an individual must be able to perform each essential function.

Front Desk & Visitor Management

• Serve as the first point of contact for all employees and visitors to the corporate office
• Provide a warm and professional welcome and assist visitors with sign-in and direction
• Control elevator entry access and manage security/access card activation and deactivation

Administrative & Clerical Support

• Respond to general inquiries and route them appropriately
• Perform administrative tasks such as reporting mail/FedEx delivery issues, building maintenance and companywide mass mailing issues (i.e. Holiday cards).
• Review and approve invoices in Esker or other systems as requested
• Provide support to the Executive Assistant and Executive Leadership Team
• Support HR, Payroll, and Benefits with annual mailings and other clerical needs
• Design and distribute birthday flyers for Corporate and Memphis DC employees

Office & Supply Coordination

• Monitor and maintain inventory of office and facility supplies
• Order office forms, supplies, and business cards as needed
• Receive, check in, and distribute incoming deliveries; notify recipients accordingly
• Sort and distribute mail; scan mail to remote staff and manage outgoing FedEx shipments
• Act as the primary contact for supply vendors

Facilities & Event Support

• Serve as the main point of contact for the building leasing agent and submit service requests through the tenant portal
• Coordinate meeting catering needs as requested
• Provide on-site support for special events and meetings

Other Responsibilities

• Proactively identify and contribute to continuous improvement opportunities
• Maintain a collaborative relationship with supervisor, escalating concerns or needs as appropriate
• Follow all company policies, safety procedures, and standard practices
• Demonstrate regular and punctual attendance

Minimum Experience, Education, and Certifications

An individual qualified for this role must have and maintain the following qualifications:

• 1 – 2 years of experience in a front desk, office coordination, or administrative support role
• Strong interpersonal and customer service skills
• Excellent verbal and written communication abilities
• Proficient with Microsoft Office
• Comfortable learning and using internal systems and platforms (e.g., Esker, FedEx shipping, access badge systems)
• High level of attention to detail and ability to manage multiple tasks

Physical Demands of Essential Functions

The physical demands described here are representative of those that must be met by an individual to successfully perform the Essential Functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This is a desk-based job and will require the individual to remain seated for long periods of time and have the manual dexterity to operate standard office equipment such as computer keyboard, mouse, calculator, phone, copier/scanner, and similar machines.
• To assist in mailroom, receiving activities, and other administrative functions, the individual must be able to lift up to twenty-five pounds, with or without assistance.