Administrative Assistant - MIOC Operations Facility
Full Time, Exempt
Position Description
We're looking for a highly organized and customer-focused Administrative Assistant to support the daily operations of our MIOC Operations Facility. In this role, you'll serve as the first point of contact for visitors, customers, contractors, and employees while helping ensure the facility operates efficiently each day. You'll play a key role in coordinating administrative activities, supporting facility logistics, managing asset and inventory records, and creating a professional, welcoming environment. This is an excellent opportunity for someone who enjoys variety, takes pride in staying organized, and thrives in a fast-paced operations setting. This position reports to the MIOC Operations Manager.
Key Responsibilities
Front Desk & Visitor Management:
- Monitor and manage the facility’s front entrance and reception area.
- Greet visitors, customers, contractors, and employees in a professional and courteous manner.
- Maintain visitor sign-in/sign-out logs and ensure accurate records are kept.
- Issue, track, and collect temporary security badges for visitors, contractors, and visiting Merit employees.
- Conduct required safety briefings for all visitors and customers prior to facility access.
- Coordinate visitor needs, including meal arrangements and hospitality services.
- Arrange logistics and meals for off-site meetings/events.
Mail & Communications:
- Receive, sort, and distribute incoming mail and packages.
- Coordinate outgoing mail and shipments as needed.
- Serve as a central point of contact for administrative inquiries and facility-related communications.
Meeting & Facility Coordination:
- Manage meeting room scheduling and reservations.
- Ensure meeting rooms are organized, clean, stocked, and ready for use.
- Monitor meeting room utilization and resolve scheduling conflicts when necessary.
Asset & Inventory Management:
- Maintain facility asset tracking records and update inventories as equipment is added, relocated, or retired.
- Assist with periodic asset audits and inventory verification.
- Monitor and schedule tasks for company truck (refueling, oil change, interior detailing, etc.)
- Maintain inventory of Merit promotional items including t-shirts, mugs, and other branded merchandise.
Facility & Workplace Support:
- Maintain cleanliness and organization of common areas, including breakrooms and kitchen spaces.
- Monitor and clean shared areas such as refrigerators, sinks, countertops, and storage areas.
- Restock snacks, beverages, coffee supplies, and other breakroom essentials.
- Identify facility maintenance or supply needs and coordinate with appropriate personnel and contractors.
- Work with approved contractors to support facility needs, including but not limited to preventative maintenance, emergency requests, improvements / enhancements, etc.
- Perform other duties as assigned to support the operations of the facility.
Position Requirements
Education:
- High school diploma or equivalent required; associate degree preferred.
Experience:
- Previous administrative, receptionist, office coordinator, or facilities support experience preferred.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office Suite and common office software.
- Ability to manage multiple priorities while maintaining attention to detail.
- Customer-service oriented with a professional demeanor.
- Ability to work independently and maintain confidentiality when handling sensitive information.
Skills/Competencies
Behavioral:
- Demonstrated ability to work well in collaborative team environment and start-up atmosphere.
- Enthusiasm for taking on new and challenging tasks.
- Strong interest in renewable energy, energy storage and their applications.
- Excellent analytical, quantitative, and interpersonal skills.
- Ability to multitask in a fast-paced, collaborative working environment.
- Entrepreneurial mindset and self-starter.
- Sense of humor and ability to build positive relationships.
Physical Demands & Working Conditions:
- Sitting/Standing/Flexibility: Ability to stand and sit for 8 or more hours when in an office environment.
- Speech/Reading: Ability to speak, read, and write English proficiently and deliver a variety of instructions furnished in written, verbal, diagram, or schedule form.
- Vision/Hearing: Ability to understand a variety of instructions furnished in written, verbal, diagram, or schedule form.
- Safety: Ability to understand and communicate safety precautions when necessary.
Work Environment
This position is an office-based, hourly position, and will require on-site attendance 5 days a week at the Bethlehem, PA facility. This position requires regular interaction with visitors, customers, contractors, and employees. This position may require occasional lifting of office supplies, packages, or inventory items up to 25 pounds.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Application Question(s):
- This position requires successfully passing a background check as a condition of employment. Are you willing to undergo a background check?
Education:
- High school or equivalent (Required)
Experience:
- Microsoft Office: 2 years (Preferred)
Language:
Shift availability:
Ability to Commute:
- Bethlehem, PA 18020 (Required)
Work Location: In person
