Office Associate

Job Description & Responsibilities

Persistent Systems is seeking a dependable, proactive Office Associate to provide company-wide administrative support from our Fort Collins, CO office. As the front-desk representative, you’ll serve as the first point of contact for the company’s customers, vendors, job applicants, and other visitors – displaying a professional, welcoming tone. You’ll be a key company resource, supporting a variety of departments including Human Resources, Sales, and Programs, Finance, Training, and Recruiting. Additionally, you will play a vital role in keeping office operations running smoothly. This role requires initiative, accountability, and the ability to work with geographically diverse teams, and follow through to meet deadlines.  

Position Responsibilities 

• Answering calls to the company’s main line and directing callers to the appropriate party 
• Greeting customers, vendors, prospective employees, and other guests to the office; ensuring compliance with security policies and procedures 
• Maintaining the office environment including monitoring inventory of office supplies and pantry items, ordering and restocking supplies as necessary; ensuring a neat and orderly office including emptying common area trash receptacles and arranging cleaning service visits 
• Monitoring and adhering to office health and safety protocols 
• Collaborate with the Facility Security Officer to support access control, compliance needs, property maintenance, repairs, and overall facility upkeep to ensure a safe, secure, and well-functioning work environment 
• Empty common area trash receptacles and coordinate trash and recycling management when on-site support is unavailable  
• Coordinating meetings, including scheduling, setting up conference rooms, and managing catering; arranging restaurant reservations when necessary 
• Managing calendars, including scheduling meetings and events, ensuring scheduling conflicts do not arise 
• Coordinating employee events 
• Preparing written correspondences to internal and external parties; arranging and distributing office-wide updates 
• Sorting and distributing mail to appropriate parties daily 
• Assisting with various other administrative and office support tasks 
• Conduct regular office walkthroughs to ensure cleanliness and readiness, including checking common areas, conference rooms, kitchen, and refrigerator; promptly address any issues such as expired food or clutter; coordinate with cleaning services as needed to maintain a tidy, safe, and welcoming environment 

Job Qualifications & Experience

Minimum Qualifications 

• High school diploma or equivalent 
• 2 years of experience providing administrative/office support 
• Proficiency in Microsoft Word, Excel, and Outlook 
• Experience with travel coordination and expense reporting 
• Must be able to lift 20lbs 
• Must be able to work from the company’s Fort Collins office location on a full-time basis 
• Must have the ability to obtain a United States Security Clearance 

Preferred Qualifications

• Associate or bachelor’s degree 
• Exceptional skills in verbal and written communication, relationship management, time management, and problem solving 
• Experience providing administrative support in growing, fast-paced organization 
• Experience managing supply inventories 
• Experience planning office events 

The pay rate for this role can vary from $25 to $28 an hour based on the selected individual's education and experience. Persistent Systems, LLC offers a comprehensive benefits package including medical, dental, vision, life, and disability insurance; paid time off; flexible spending accounts; 401(k) plan with company match; fitness membership reimbursement; tuition assistance; mental health benefits; and veterinary benefits.  

Company Overview

Persistent Systems is a growing business that develops Mobile Ad hoc Networking (MANET) wireless radio systems for Government and commercial applications. The radios are typically worn on the person, mounted to manned vehicles, integrated into autonomous unmanned vehicles, or installed at fixed sites. The systems provide on-the-move data, voice, video, and situational awareness capability. Located in the heart of New York City, Persistent Systems is an exciting company that is passionate about delivering cutting edge products.