Administrative Assistant

About Us

ToroAire is a leading HVAC manufacturer’s representative and solutions provider specializing in commercial kitchen ventilation, make-up air, and HVAC systems. As part of the Ambient Enterprises family of brands, we partner with top manufacturers to deliver engineered solutions for restaurants, institutional facilities, and commercial/industrial customers. Our team is known for technical expertise, strong customer relationships, and a hands-on, solution-oriented approach.

Job Description

Position Summary

The Office Assistant is responsible for supporting the day-to-day needs of the office by coordinating supplies, catering, meetings, building maintenance, and general office operations. This role helps maintain an organized, clean, and functional workplace while keeping employees informed of upcoming office projects, maintenance schedules, and other important updates.

Key Responsibilities

• Office Supplies & Purchasing: Coordinate and manage Amazon orders for office supplies and other essential items to ensure the office remains adequately stocked.

• Catering & Food Coordination: Arrange and coordinate breakfast and lunch catering for office meetings, training sessions, and company events.

• Building Maintenance & Facilities: Support the coordination of building maintenance, repairs, vendor visits, and other facility-related activities.

• Maintenance Tracking & Communication: Maintain accurate and organized building maintenance records and distribute company-wide communications regarding scheduled maintenance, office projects, repairs, and potential disruptions.

• Meeting & Conference Room Setup: Prepare conference rooms and meeting spaces by arranging tables and chairs, setting up equipment, and ensuring rooms are ready for meetings and presentations.

• Meeting Coordination: Assist with scheduling meetings, sending calendar invitations, reserving meeting spaces, and coordinating meeting logistics.

• Office Opening & Shutdown Procedures: Assist with office opening and shutdown procedures as needed to accommodate building maintenance activities.

• General Office Support: Provide administrative and logistical assistance to support daily office operations and maintain an organized, efficient, and welcoming workplace.

Qualifications & Skills

• Strong organizational and time-management skills with the ability to prioritize tasks effectively.

• Excellent written and verbal communication skills.

• Strong attention to detail and the ability to manage multiple responsibilities simultaneously.

• Ability to communicate and coordinate effectively with employees, vendors, and service providers.

• Proficiency in Microsoft Outlook and other standard office applications.

• Ability to work independently, manage competing priorities, and consistently follow through on assigned responsibilities.

Ambient Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.