Office Associate (Finance)

Job Description & Responsibilities

Persistent Systems is seeking a dependable, proactive Office Associate to provide company-wide administrative support from our Pinehurst, NC 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 - setting a professional, welcoming tone. You'll be a key company resource, supporting a variety of departments including Human Resources, Sales, and Programs, and playing a vital role in keeping office operations running smoothly. This role requires initiative, accountability, and the ability to follow through independently.

To succeed, you must demonstrate strong organizational and time-management skills, communicate with clarity and professionalism, and maintain a positive, team-oriented attitude while managing a diverse range of responsibilities in a fast-paced, dynamic environment.

Position Responsibilities

• Answer and route calls received through the company's main line
• Receive and check in all office visitors, ensuring compliance with security policies and procedures
• Maintain a professional and welcoming front-desk and office environment
• Monitor and replenish office and pantry supplies, as necessary
• Empty common area trash receptacles and coordinate trash and recycling management when on-site support is unavailable
• Order food, beverages, and groceries to support office operations and events
• Support adherence to office health and safety protocols by monitoring compliance with established guidelines, communicating safety practices to staff and visitors, managing personal protective equipment inventory, and assisting with health screenings or other related procedures as required
• Maintain visitor logs by accurately recording all guests' check-ins and check-outs, verifying identification, and ensuring all visitor protocols and security measures are followed
• Schedule and coordinate meetings, including room setup, catering, and reservations when necessary
• Manage calendars to avoid conflicts and support efficient meeting scheduling
• Coordinate logistics for employee events and internal gatherings
• Prepare and distribute written correspondence to internal and external stakeholders
• Distribute company-wide updates and internal communications as needed
• Receive, log, and distribute all incoming mail and packages
• Prepare and ship outgoing packages and ensure proper tracking
• Assist with arranging travel for employees and job candidates
• Assist with coordinating office cleaning tasks, including preparing and managing a cleaning schedule for employees to maintain shared equipment such as coffee machines
• 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
• Support the management of vendor contracts for office services such as cleaning, janitorial supplies, and water delivery
• 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
• Proactively identify opportunities to improve office operations and recommend updates to company policies or procedures
• Assist with various other administrative and office support tasks as assigned

Job Qualifications & Experience

Minimum Qualifications

• High school diploma or equivalent
• 2 years of experience providing administrative/office support
• Experience with travel coordination
• Experience handling confidential/sensitive information with appropriate discretion
• Proficiency in Microsoft Office 365
• Must be able to lift 20lbs
• Must be able to work from the company's Pinehurst, NC office location on a full-time basis

Preferred Qualifications

• Associate or bachelor's degree
• Experience providing administrative support in growing, fast-paced organization

The pay for this role can vary from $19.35 to $23.70 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.