Description

The Administrative Support Specialist provides professional reception, visitor coordination, and administrative support services that help ensure smooth daily office operations and a positive customer experience for staff, visitors, and stakeholders. Serving as one of the first points of contact within the office environment, this role supports front-desk operations, meeting coordination, facilities requests, office logistics, and general administrative activities while maintaining a professional, organized, and service-oriented atmosphere.

This position requires a polished and dependable professional who is comfortable interacting with individuals at all organizational levels, including executives, government personnel, business representatives, and visitors. The ideal candidate demonstrates strong communication skills, sound judgment, attention to detail, and the ability to manage multiple responsibilities simultaneously in a fast-paced environment. Success in this role requires professionalism, adaptability, responsiveness, and a strong commitment to customer service and operational support.

Key Responsibilities

• Staff and support reception areas during standard business operations, including coordination of visitor access and front-desk coverage.
• Receive visitors and telephone calls, greet guests professionally, answer inquiries, and provide general assistance and direction.
• Support interactions with senior-level executives, government personnel, business representatives, vendors, and external stakeholders.
• Coordinate visitor access activities, including badges, visitor logs, building coordination, parking arrangements, and transportation-related requests.
• Support incoming mail, courier coordination, package handling, and internal document distribution activities.
• Receive, log, and track facilities-related requests and service tickets; coordinate follow-up and issue resolution activities.
• Monitor shared administrative or facilities email accounts and route requests appropriately.
• Coordinate conference room scheduling and assist with meeting logistics and administrative arrangements.
• Maintain reception and common office areas in a professional, organized, and customer-ready condition.
• Track office supply inventory levels and coordinate replenishment requests as needed.
• Create, distribute, organize, and maintain correspondence, reports, records, and other administrative documents.
• Provide general office support, including data entry, filing, scheduling, customer service, and administrative coordination.
• Manage multiple assignments simultaneously while responding effectively to changing priorities and urgent requests.

Requirements

• High school diploma required; higher education preferred.
• 1–3 years of experience in a professional office environment as a receptionist, administrative assistant, office support specialist, or similar role.
• Experience handling phone calls, emails, mail, visitors, and internal/external communications in a professional office environment.
• Experience serving as a point of contact for administrative support, customer service, visitor coordination, or front-desk operations.
• Experience managing calendars, scheduling meetings or appointments, and greeting visitors or senior-level guests.
• Ability to maintain records, logs, tracking information, and related administrative documentation accurately.
• Ability to coordinate mailing, shipping, package handling, or courier-related activities.
• Experience creating, organizing, and distributing correspondence, reports, and administrative documents.
• Experience tracking office supply inventory and coordinating replenishment requests.
• Experience providing general office support, including administrative tasks, filing, data entry, scheduling, and customer service.
• Proficiency with Microsoft Outlook, Teams, Word, PowerPoint, Excel, office software, databases, and standard office equipment.
• Strong organizational, interpersonal, and customer service skills.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks, prioritize effectively, and respond quickly in a fast-paced environment.
• Ability to maintain a professional and organized reception or front-office area.
• Physical ability to move files, supplies, room setup materials, or similar office items when required.
• Ability to obtain and maintain a Secret security clearance; active clearance preferred.
• U.S. Citizenship required.

HeiTech Services is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, veteran status, or any other protected status under applicable law.

If you require a reasonable accommodation during the application process, please contact us at HR@HeiTechServices.com.

HeiTech Services may utilize technology-assisted tools, including artificial intelligence, to support the review of application materials. These tools are used to enhance efficiency; however, all hiring decisions are made by human reviewers in accordance with federal hiring guidelines.