Office Administrator

We are seeking an Office Administrator to serve as the welcoming face and operational heartbeat of our client's Corporate Headquarters. Operating as the frontline for team member and visitor communication, this role manages reception, multi-line phone calls, building security logs, and daily office hospitality while wearing multiple administrative hats.

In addition to core front-desk duties, the Office Administrator provides essential cross-functional support to Human Resources, Safety, Training, IT, and Finance teams. This position demands an autonomous, initiative-taking self-starter who thrives in a collaborative, fast-paced environment.

Operational Scope

• HQ Support: Support a core group of permanent corporate team members on a daily basis.
• Trainee Hospitality: Act as the primary hospitality contact and logistical support for a high-volume weekly rotation of new-hire trainees visiting headquarters.
• Cross-Departmental Collaboration: Touch various facets of office operations, stepping in to assist different teams whenever extra hands are needed.

Key Responsibilities

Front Desk Operations & Hospitality

• Professionally greet visitors, clients, and internal team members, delivering a warm, best-in-class first impression.
• Screen and direct incoming calls on a multi-line phone system with courtesy; maintain active visitor logs and issue visitor badges.
• Ensure reception and breakroom areas remain clean, organized, and welcoming (including light cleaning duties); oversee office plant care and coordinate cleaning service schedules.

Event, Training & Logistics Coordination

• Coordinate meals, catering, and event logistics for training sessions, team meetings, new-hire intakes, and office celebrations.
• Prepare, reset, and manage corporate conference rooms, ensuring AV/technology setup, training materials, and refreshments are ready.
• Assist with travel arrangements and accommodations for visiting team members and training sessions.

Administrative & Cross-Functional Support

• Provide administrative backup across Human Resources (payroll support, onboarding, benefits assistance), Safety, Training, IT, and Finance.
• Sort and distribute incoming/outgoing mail and packages; monitor and route shared office email inboxes for prompt response.
• Assist facilities management by escalating maintenance issues, reviewing vendor invoices, submitting expense reports, and maintaining compliance records.

Visual Communications

• Design simple, engaging visual communications, event graphics, and office signage using Canva (or similar design software) to keep team members informed.

Qualifications & Required Skills

• Experience: 2+ years of experience as a receptionist, office coordinator, administrative assistant, customer service representative, or similar role.
• Technical Proficiency: Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and hands-on experience creating simple visuals in Canva.
• Core Competencies: Strong verbal and written communication, high organizational skills, multi-tasking abilities, and a proven ability to work independently with minimal supervision.
• Career Growth: Excellent entry point to gain exposure to all facets of a corporate office, with past incumbents successfully leveraging this position into various permanent HR specialist roles.