Admin Support (Receptionist/ Mail & File Management)

Description

The Administrative Support Specialist provides critical front-office, mailroom, file management, and operational support services that help maintain efficient day-to-day office operations in a fast-paced professional environment. This role serves as a central coordination point for administrative activities involving visitor reception, incoming and outgoing correspondence, records handling, meeting support, conference room readiness, and general office logistics.

The position requires a highly organized and customer-focused professional who can effectively manage multiple responsibilities while maintaining professionalism, accuracy, and responsiveness. The ideal candidate is comfortable supporting both administrative and operational functions, interacting with staff and visitors at all levels, coordinating time-sensitive requests, and ensuring office support areas remain organized, functional, and service-ready. Strong communication skills, attention to detail, adaptability, and a proactive approach to customer service are essential for success in this role.

Key Responsibilities

• Receive, review, process, log, and distribute incoming mail and packages, including verification of attachments and required documentation.
• Review and route faxes, electronic documents, shared mailbox items, and other incoming correspondence to appropriate staff.
• Prepare, pick up, and coordinate outgoing mail, express delivery pouches, packages, and commercial delivery items.
• Maintain correspondence logs, receipt records, mailing dates, tracking information, and related administrative records.
• Maintain organized, stocked, and professional mailroom, copier, file, and workroom areas.
• Monitor supplies and equipment in mailroom and work areas; report low inventory, equipment issues, or service needs.
• Handle phone calls, emails, mail, visitor interactions, and internal/external communications in a professional manner.
• Manage calendars, schedule meetings and appointments, greet visitors, and support front-desk or reception activities as needed.
• Create, distribute, file, and organize correspondence, reports, and other documents.
• Provide general office support, including administrative tasks, data entry, filing, document handling, and customer service.
• Support upkeep, setup, and reset of conference rooms, training rooms, and meeting spaces.
• Manage multiple tasks, prioritize daily assignments, and respond flexibly to time-sensitive requests.
• Move files, file boxes, room setup materials, supplies, or similar items when required.

Requirements

• High school diploma required; higher education preferred.
• 1–3 years of experience in a professional office environment as a support assistant, receptionist, mailroom clerk, administrative assistant, or equivalent role.
• Experience handling phone calls, emails, mail, visitors, and internal/external communications.
• Experience collecting, sorting, logging, and distributing incoming mail, packages, correspondence, or documents.
• Ability to maintain records of receipt, mailing dates, correspondence logs, tracking information, and other required documentation.
• Ability to ensure proper mailing, routing, shipping, and delivery of packages, letters, and related materials.
• Experience managing calendars, scheduling meetings or appointments, and greeting senior-level visitors or guests.
• Experience creating, distributing, filing, or organizing correspondence, reports, and other documents.
• Experience providing general office support, including administrative tasks, data entry, filing, document handling, and customer service.
• Experience supporting the upkeep and setup of conference rooms, training rooms, or meeting spaces.
• Proficiency with Microsoft Outlook, Teams, Word, PowerPoint, Excel, office software, databases, and standard office equipment.
• Strong organizational and customer service skills.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks, prioritize effectively, and respond quickly in a time-sensitive environment.
• Ability to manage a reception area or front-office workspace professionally.
• Physical ability to move files, file boxes, room setup materials, supplies, equipment, or similar 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.