Corporate Services Assistant

Job Description

Job Description

Position Summary:

The Corporate Services Assistant supports the Manager of Corporate Services by handling a variety of administrative functions that ensure smooth day-to-day operations across branch-facing corporate services. This role is responsible for managing Certificates of Insurance (COIs), supporting subcontractor onboarding, maintaining business license records, coordinating vehicle fleet communications, and assisting with company events.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.

• Administrative coordination and operational support
• Strong organization, multitasking, and prioritization
• Records and document management (digital and physical)
• Attention to detail and accuracy
• Time management and ability to meet deadlines
• Professional communication (verbal and written)
• Problem-solving and adaptability
• Ability to work independently with minimal supervision
• Customer service and team collaboration mindset
• Confidentiality and discretion

• Manage and track Certificates of Insurance (COIs), including modifications, renewals, and requests
• Maintain COI records across client portals and internal systems (e.g., SharePoint)
• Support subcontractor onboarding, including COI tracking and pre-qualification documentation
• Maintain organized physical and digital records in accordance with company standards
• Coordinate vehicle fleet communications, including driver citations and maintenance tracking
• Monitor and maintain business license records to ensure timely renewals
• Assist with event planning and coordination, including support for company events such as the Annual Sales Summit
• Provide on-site event support as needed (e.g., vendor coordination, setup, registration)
• Perform additional administrative duties to support corporate services operations
• Support peak periods and events, including occasional overtime as needed

• High School Diploma or GED
• 5+ years of administrative or client support experience
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Windows
• Strong written and verbal communication skills with proficiency in business English
• Excellent organizational and time management skills
• Ability to manage multiple tasks and priorities with minimal supervision
• High attention to detail and ability to identify errors
• Ability to handle sensitive information with discretion
• Willingness to travel occasionally, including out-of-state travel for company events

• Associate degree (AAS) in Office Administration or related field
• Experience managing Certificates of Insurance (COIs)
• Experience with records management systems (e.g., SharePoint or similar platforms)

About Us:

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.

Avidex is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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 believe that diverse perspectives enhance our organization and contribute to innovation, collaboration, and overall success.