HiringCafe
Posted 1d ago

Administrative Assistant

@ Cosmetic Solutions
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Boca Raton, Florida, United States
OnsiteFull Time
Responsibilities:greeting visitors, coordinating administration, updating contacts
Requirements Summary:High school diploma or GED required (associate preferred); 2+ years admin/reception/office support or customer service experience; advanced Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams); strong communication, organization, confidentiality, and multitasking skills.
Technical Tools Mentioned:Microsoft Office 365, Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Teams, Paycom
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Job Description

Who we are:

 

Cosmetic Solutions is a leader in the development and manufacturing of scientifically proven, innovative personal care products. With a focus on, face, body, hair, OTC, and professional use formulations, we create some of the most cost effective, high quality and powerful products on the market. 

 

Providing world class services to up and coming businesses, large established brands, physicians, estheticians and other skin care professionals; we specialize in research & development, custom formulation, graphic design, manufacturing, packaging and delivery. 

 

Job Title: Administrative Assistant

 

Beauty innovation starts here. Cosmetic Solutions is a leader in the development and manufacturing of scientifically proven, innovative skincare and personal care products. We are seeking an Administrative Assistant to serve as the first point of contact for visitors, employees, customers, and vendors while providing essential administrative support across the organization.

 

Organizational Relationships

 

Reports to:

  • Chief Transformation Officer

 

Responsibilities will include, but are not limited to:

 

  • Serve as the first point of contact for visitors, vendors, candidates, and incoming calls while maintaining a professional and organized reception area.

 

  • Manage front desk operations, including visitor sign-in procedures, mail distribution, office shipping and receiving, and general office communications.

 

  • Maintain and regularly update employee emergency contact records to ensure accurate and current information is available when needed.

 

  • Coordinate office administration activities, including executive calendar management, meeting scheduling, conference room management, office supply inventory, vendor relations, equipment maintenance, and administrative recordkeeping.

 

  • Receive, distribute, and track incoming deliveries and purchases, including office supply orders, order status monitoring, and processing returns or exchanges.

 

  • Support employee services by creating and managing employee badges, assisting with onboarding logistics, maintaining personnel records, processing employment verification requests, and responding to basic Paycom inquiries.

 

  • Coordinate catering, meetings, company events, employee recognition activities, and internal communications to support employee engagement and company culture initiatives.

 

  • Maintain administrative records, track office-related expenses, and ensure confidential documentation is properly organized and maintained.

 

  • Provide administrative support to the Chief Executive Officer, leadership, and various departments, assist with special projects, and support the efficient day-to-day operation of the office.

 

The ideal candidate is highly organized, detail-oriented, and capable of balancing multiple priorities in a fast-paced manufacturing environment. This individual must possess strong communication and customer service skills, exercise professionalism and discretion when handling confidential information, and demonstrate a proactive approach to problem-solving and supporting business operations.

 

Qualifications

  • High school diploma or GED required; associate degree preferred
  • 2+ year of administrative, receptionist, office support, or customer service experience
  • Strong verbal and written communication skills
  • Excellent organizational skills and attention to detail
  • Ability to prioritize tasks and manage multiple responsibilities simultaneously
  • Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams, with the ability to prepare executive quality presentations, reports, spreadsheets, and correspondence.
  • Ability to maintain confidentiality and handle sensitive information with professionalism
  • Positive, service-oriented attitude with a strong commitment to teamwork and collaboration

 

Equal Employment Opportunity

Cosmetic Solutions is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status, and will not be discriminated against on the basis of disability.