Administrative Assistant / Receptionist

We are seeking a professional and organized administrative professional to support our growing logistics and freight forwarding business. The ideal candidate will be a proactive team player with excellent communication skills, strong attention to detail, and the ability to manage multiple responsibilities in a fast-paced environment. This position will serve as the first point of contact for visitors and callers, while also providing vital administrative support to ensure smooth day-to-day office operations. Responsibilities include front desk reception, scheduling, mail and supply management, coordination with building management, and general administrative assistance to the office. Additionally, this role will support branch-wide needs such as event planning and local onboarding. Key Responsibilities And Tasks

- Serve as first point of contact by professionally answering calls, greeting visitors, and directing inquiries to the appropriate departments.

- Provide administrative support to the General Manager and Vice President as needed.

- Maintain inventory of office supplies and equipment to ensure availability and uninterrupted daily operations.

- Manage local onboarding and offboarding processes, including paperwork, access badges, desk and device setup, and equipment resets.

- Keep accurate records, spreadsheets, and IT asset inventories, ensuring timely updates and tracking.

- Maintain breakroom by ensuring supplies are stocked and appliances are cleaned and maintained regularly. This includes running and emptying the dishwasher daily, as well as ensuring the coffee machines and refrigerators are kept clean.

- Perform daily upkeep of server room, including emptying water from IT equipment to ensure functionality and prevent issues.

- Manage incoming and outgoing mail, ensuring it is distributed to the appropriate recipients and that outgoing items, including checks, are processed promptly.

- Support coordination of branch meetings by preparing materials, managing invitations, and ensuring conference rooms are set up.

- Regularly update digital displays with internal communications such as news, events, and employee milestones.

- Contribute to planning and execution of office events, celebrations, and special occasions, ensuring successful delivery from start to finish.

- Submit invoices for office-related expenses to the accounting team in a timely manner.

- Act as liaison with building management and related parties to ensure office needs are addressed, including maintenance and repairs.

- Handle occasional off-site errands and tasks related to office operations, such as courier drop-offs or supply runs.

- Provide general administrative and operational support to staff and visitors as needed.

Qualifications And Competencies

- High school diploma or equivalent required; associate or bachelor's degree in business administration or related field preferred.

- 2+ years of experience in an administrative, receptionist, or office support role, ideally within a corporate environment.

- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with SharePoint or other office management systems is a plus.

- Excellent verbal and written communication skills, with a professional and welcoming demeanor.

- Strong organizational and multitasking skills with keen attention to detail.

- Ability to manage multiple priorities and adapt quickly in a fast-paced environment.

- Proven initiative and problem-solving skills with a proactive approach to supporting staff and office operations.

- Team-oriented mindset with the ability to build positive relationships across departments and with visitors.

An exciting opportunity

We offer you an exciting opportunity to work in a team of motivated and qualified specialists, in a company with a high focus on employees and a unique culture.

What We Offer

100% employer paid medical, dental, and vision coverage for employees. Additional benefits include a robust 401K, generous paid time off and values-driven, international culture.

Ready to take the next step in your career? Apply now.

As we review applications, we plan to invite qualified candidates for interviews while the posting may still be active.

So if the position has piqued your interest, we recommend that you don't hesitate to send in your application.

For this role, visa sponsorship is not available. Applicants must have work authorization in the United States.

What We Do – Together We Create Solutions

Blue Water is a global provider of all logistics services in modern supply chain management. The company was founded in 1972 in Denmark, and today, Blue Water has over 2,700 employees at 80 offices worldwide. Every Blue Water office combines a strong global network with local expertise, and the company operates in various dedicated business segments.