Corporate Services Assistant - Military veterans preferred

Avidex is a leader in the audiovisual (AV) and information technology (IT) integration industry, delivering innovative solutions to a wide range of clients. We are committed to excellence, driven by our mission to enhance the way people work, learn, and live through cutting-edge AV solutions.  Avidex offers a close-knit work environment supported by the financial strength of ITOCHU, a Fortune Global 100 company. As we continue to grow, we’re looking for a highly skilled and experienced Corporate Services Assistant to join our team in Cary, North Carolina.

What we offer:

• Competitive compensation plan.
• Health, dental, and vision benefits.
• 401(k) retirement plan with employer matching
• up to 3 weeks of Vacation and 7 days of Sick time off, both prorated 
• 10 Paid Holidays
• 8 hours to volunteer on your favorite cause.
• Opportunities for professional growth and development.
• Collaborative and innovative work environment.

Position Summary:
The Corporate Services Assistant plays a key role in supporting the Manager of Corporate Services by handling a variety of administrative tasks that ensure smooth day-to-day operations of branch-facing corporate services across the Avidex platform. Responsibilities include managing Certificates of Insurance (COIs), processing subcontractor onboarding documents, coordinating vehicle fleet correspondence, assisting with event planning (which may require travel), and maintaining business license records.

Requirements:

• High School Diploma or GED required; 
  • an AAS in Office Administration or a related field is preferred.
• 5 years of administrative/client support experience with strong proficiency in business English.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Windows.
• Key Abilities:
  • Strong organizational, multitasking, and prioritization skills.
  • Ability to work well under pressure and handle multiple tasks with minimal supervision.
  • Exceptional communication skills (verbal, written, and listening).
  • Keen attention to detail with the ability to spot errors.
  • Capability to manage stressful situations in a calm, professional manner.
• Ability to sit at a desk for extended periods using a PC; some standing, walking, kneeling, lifting, and carrying (up to 50 lbs) may be required.
• Willingness to travel out of state for events such as the Annual Sales Summit.
• Experience with Certificates of Insurance (COIs) is preferred.
• Strong time management and records management skills.

Responsibilities:

• Manage and track COIs, including processing modifications, renewals, and requests for COIs and Bid/Payment/Performance Bonds.
• Maintain COI records on client portals and SharePoint by office.
• Handle subcontractor COI requests, renewals, and pre-qualification applications.
• Maintain organized physical and digital records using corporate platforms.
• Coordinate vehicle fleet operations, including driver citations and maintenance scheduling.
• Monitor and maintain business license records to ensure timely renewals.
• Assist with event planning, including on-site coordination for the Annual Sales Summit (e.g., vendor check-ins, expo setup, and registration).
• Perform additional administrative duties as needed.
• Occasional overtime may be required during events or peak periods.

Core Competencies:

• Highly self-motivated, task-driven, and detail-oriented.
• Strong execution and organizational skills with the ability to work independently.
• Customer-focused with a collaborative, team-player mindset.
• Maintains confidentiality and exercises discretion in all tasks.
• Exceptional interpersonal and communication skills with a professional demeanor.
• Adaptable to a dynamic and fast-paced work environment.
• Analytical and proactive with superior time management skills.

Avidex is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.  We are committed to providing a workplace that is free from discrimination, harassment, and where all employees are treated with respect and dignity.  We value diversity and believe it contributes to our success as an organization.