Administrative Assitant

Actalent • Wauwatosa, WI • 8h ago

Position Summary

The Administrative Assistant serves as the first point of contact for visitors and callers, ensuring a professional and welcoming environment. This role supports office operations by managing communications, coordinating supplies, and assisting various departments with administrative tasks.

Key Responsibilities

Front Desk & Communication

Operate and update a multi-line phone system; answer and direct all incoming calls.

Greet and direct all visitors to the appropriate destination.

Update company phone sheet and upload the current version in Teams.

Update mailboxes for new hires and maintain employee information as needed.

Provide correspondence support in MS Word.

Update employees' Outlook calendars for time off and itineraries.

Mail & Shipping

Sort and distribute company mail daily.

Prepare FedEx shipments on a daily basis and track UPS, FedEx, and USPS shipments as needed.

Handle weekly CM mail distribution via FedEx Ground.

Manage all FedEx shipments and tracking for designated personnel.

Office Supplies & Inventory

Order and maintain inventory of office supplies, paper products, and toner for copy machines.

Order custom stamps for Constructors & Design through Complete Office.

Order water, soda, and miscellaneous items online; stock first-floor closet and print receipts as required.

Recycle empty toner cartridges for HP and Canon printers.

Maintain inventory of bottled water, coffee, tea, and condiments; place bi-weekly orders and coordinate repairs for coffee equipment.

Order kitchen supplies (paper towels, cutlery, plates, soaps, dishwasher pods, dish soap, tissues, napkins, candy) via Amazon Business.

Stock all kitchens and supply areas as needed.

Inventory and organize the first-floor code room.

Safety & Compliance

Complete safety courses quarterly as required.

Inventory and order safety gear (e.g., safety glasses, vests).

Print and assemble CM/PM/Safety manuals for new staff.

Distribute safety meeting minutes via email during the first week of each month.

Order OSHA posters through HR Direct.

Administrative Support

Assist administrative, estimating, and sales departments as needed.

Support HR with tasks such as employee handbooks, auto insurance paperwork, and laminating cards.

Assist with coordination and cleanup for Lunch & Learn events.

Print binder tabs for Operations.

Qualifications

Strong organizational and multitasking skills.

Proficiency in Microsoft Office Suite (Word, Outlook, Teams).

Excellent communication and interpersonal skills.

Ability to manage inventory and vendor relationships.

Familiarity with shipping processes (FedEx, UPS, USPS) preferred

Job Type & Location

This is a Permanent position based out of Wauwatosa, WI.

Pay and Benefits

The pay range for this position is $20.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Wauwatosa,WI.

Application Deadline

This position is anticipated to close on Dec 8, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email actalentaccommodation@actalentservices.com (%20actalentaccommodation@actalentservices.com) for other accommodation options.

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