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About Us

Vensure Employer Solutions is the largest privately held organization in the HR technology and service sector, providing a comprehensive portfolio of solutions, including HR/HCM technology, managed services, and global business process outsourcing (BPO). The company and its service providers collectively serve over 95,000 businesses and process over $135B in annual payroll. As a "One Employer Solution” headquartered in Chandler, Arizona, Vensure helps thousands of businesses streamline and grow their operations with custom strategies that benefit both employers and employees. Find out more by visiting www.vensure.com .

Position Summary

The Administrative Associate is the first point of contact for visitors and clients, providing a warm and professional welcome. This role is responsible for managing the front desk operations, including answering and directing phone calls, handling inquiries, and performing various administrative tasks. The ideal candidate will have excellent communication skills, a friendly demeanor, and the ability to multitask in a fast-paced environment.

Essential Duties and Responsibilities

• Handle incoming phone calls, transfer them as requested, or ask probing questions to determine the appropriate routing.
• Welcome guests with a warm greeting, answer inquiries, and ensure they are comfortably situated in the conference room or designated area with refreshments such as coffee or water.
• Sort and distribute daily mail, and ensure outgoing mail is dropped off on time, as applicable by specific office location.
• Head up document scanning projects for each office, ensuring all documents are accurately scanned, organized and stored.
• Ensure the office is fully stocked with essentials, ordering more supplies as needed. Maintain the kitchen and restrooms by stocking supplies daily, as needed based on office location.
• Load and unload the dishwasher daily and clean refrigerators on a weekly basis, as needed based on office location.
• Provide administrative support to the Executive leadership team by handling requests and tasks as needed.
• Frequently lead and organize office events and holiday decorations, ensuring an engaging office environment.
• Fosters a culture of positivity and inclusivity within the office, promoting a welcoming and supportive atmosphere for all employees.
• Assists with security access to the building, including activating and deactivating fobs as applicable and addressing other building specific needs.
• Provide office tours and serve as the point of contact for new hires and guests, ensuring they feel welcomed and informed.
• Occasionally, collaborates with Internal HR on processes and policies related to onboarding and offboarding employees.
• Occasional driving is an essential function of this role, including travel for errands or other work-related destinations as required.
• Regular and reliable attendance at the assigned work location is an essential function of the associate role, as consistent on-site presence is necessary to greet visitors, manage front-desk operations, and support daily business needs.
• Assist with the event set up and take down to ensure smooth execution and organization.
• Submit facilities tickets, ensuring timely resolution of any facility-related issues, as applicable by specific office location.
• Performs other duties as required to accomplish the objectives of the Department.

Knowledge, Skills, and Abilities

• Strong organizational and project management skills to handle multiple assignments and prioritize work effectively.
• Excellent interpersonal and communication skills to effectively collaborate with employees, managers, and external vendors.
• Must have good computer skills including word processing, data entry and spreadsheet management.
• Authentic, effective, and professional communication style, including the ability to communicate effectively in person and by email and phone.
• Demonstrated ability to be a self-starter who can work with limited guidance, highly organized, detail-oriented, and accurate; proven success as someone with excellent follow-through and the ability to manage multiple priorities.
• Ability to communicate effectively and work collaboratively with third party service providers and all levels of employees.
• Ability to establish and maintain effective working relationships with other departments and different levels of leadership
• Ability to work independently and collaboratively in a team environment.

Education & Experience

• Minimum of High school diploma or related field or equivalent combination of experience, skills, and education (including other relevant non-traditional degree programs, certifications, or job training programs) required.
• At least one year in an administrative or reception position is preferred.
• Experience answering phones and being able to effectively handle upset customers or clients preferred.
• Proficient in Microsoft products such as Outlook, Word, Teams, etc.
• Basic knowledge in Excel

Required Licenses and/or Certifications

This position requires a valid, non-restricted drivers license.

Physical, Mental, & Communication Demands Physical Demands

• Sedentary Work: Primarily involves sitting for extended periods, often at a desk or computer.
• Manual Dexterity: Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment.
• Mobility: Ability to travel occasionally for meetings, events and partner visits. Occasional walking or traversing throughout the office to meet with leaders and other employees.
• Visual Acuity: Ability to read and analyze data on a computer screen (or to read and analyze data with reasonable accommodation) and in printed materials.
• **Lifting & Carrying: **Minimal physical lifting required, but may involve handling documents, and lifting light office supplies.

Mental Demands

• Attention to Detail: High level strategic thinking combined with attention to operational detail.
• Problem-Solving: Strong problem-solving skills with a focus on scalability and efficiency.
• Multitasking: Ability to manage multiple priorities and deadlines in a fast-paced, dynamic environment.
• Decision-Making: Sound judgement and decision-making in ambiguous or complex situations.
• Adaptability: Ability to adapt to changing market conditions and partner needs.
• Stress Management: Resilience under pressure and adaptability to shifting business needs.

Communication Demands

• Interpersonal Skills: Ability to build and maintain strong relationships and communicate effectively with employees, managers, clients and external vendors.
• Negotiation: Skilled in negotiation, conflict resolution, and influencing without authority.
• Cultural Sensitivity: Communicate with individuals from diverse cultural backgrounds, demonstrating cultural awareness and sensitivity.
• Verbal and Written Communication: Exceptional verbal and written communication skills for executive-level reporting, cross functional coordination, and team leadership. Ability to clearly articulate strategy, goals, and expectations across diverse teams.
• Presentation Skills: Ability to present to internal stakeholders, external partners, and senior leadership.

Environmental Conditions Primarily will be an indoor, office environment. May occasionally have moderate noise level from copiers, W2 or check printers, and coworkers. May work in various additional environments, including client offices, industry conferences, customer events, and training sessions. This means adapting to different settings and conditions regularly. This role may involve extended periods of sitting during travel and meetings, as well as standing and walking during client visits and events. Disclaimer This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by management. Management has the right to add to, revise, or delete information in this job description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position. This document does not create an employment contract, implied or otherwise. Employment remains "at will”.

This position is eligible for the following benefits

• Health Insurance : Medical, dental, and vision coverage
• Retirement Plan : 401(k) with company match
• Paid Time Off : PTO, Holidays, Parental leave and Sick Leave provided as required by applicable state law
• Other Benefits : Life insurance, short term disability, long term Client ability, employee assistance program (EAP), flexible spending account (FSA), health savings account (HSA), Identity theft protection, critical illness, accident, cancer, hospital protection, legal and pet insurance.