Office Administrator

Job Description

Position Summary

The Office Administrator serves as the operational backbone of the office, with a primary focus on procurement, supply chain coordination, and purchasing activities that keep production and daily operations running smoothly. This role blends traditional office administration (scheduling, correspondence, facilities) with hands-on responsibility for sourcing, ordering, vendor management, and inventory tracking of materials, equipment, and supplies — while also providing direct administrative support to company leadership and coordinating basic IT needs across the office.

Key Responsibilities

Procurement & Purchasing

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• Source, evaluate, and purchase raw materials, production supplies, office supplies, and equipment
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• Obtain and compare vendor quotes; negotiate pricing, terms, and delivery schedules
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• Issue and track purchase orders from request through delivery and invoicing
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• Maintain accurate purchasing records and reconcile POs against invoices and packing slips
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• Monitor inventory levels of consumables and production materials; reorder proactively to avoid production delays
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• Identify and qualify new suppliers as needed; maintain vendor files and compliance documentation
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Supply Chain Coordination

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• Track incoming shipments and resolve delays, discrepancies, or damaged goods with vendors/carriers
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• Coordinate with production/engineering teams to forecast material needs
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• Maintain relationships with key suppliers and monitor for pricing changes, lead time shifts, or supply risk
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• Support cost-tracking and budget reporting related to materials and supplies
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Leadership Support

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• Provide administrative support to company leadership as needed, including scheduling, correspondence, and preparation of materials for meetings
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• Coordinate travel arrangements and expense reporting for leadership
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• Assist with special projects and cross-functional initiatives at leadership's direction
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• Help prepare reports, presentations, or documentation for board meetings, investor updates, or leadership reviews
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• Act as a point of coordination between leadership and vendors/staff on operational matters
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IT Coordination

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• Serve as the first point of contact for basic IT needs (equipment setup, troubleshooting, account access) and escalate to outside IT support/vendors as needed
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• Coordinate procurement and setup of computers, phones, and other equipment for new hires
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• Maintain inventory of IT equipment and software licenses
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• Manage relationships with IT support vendors, ISPs, and software/subscription providers
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• Support onboarding/offboarding IT logistics (equipment issuance and return, account provisioning coordination with outside IT support)
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Office Administration

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• Manage day-to-day office operations, including facilities, supplies, and vendor service contracts (utilities, cleaning, equipment maintenance, etc.)
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• Greet visitors, manage incoming mail/shipments, and handle general correspondence
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• Support scheduling, meeting coordination, and light HR/administrative support as needed
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• Maintain organized filing systems for contracts, vendor agreements, and procurement records
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Qualifications

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• 3-5 years of experience in office administration, purchasing, procurement, or supply chain coordination (manufacturing environment strongly preferred)
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• Experience supporting executive or senior leadership a plus
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• Basic familiarity with IT equipment setup and troubleshooting (not a technical/IT specialist role, but comfortable being the first point of contact)
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• Strong organizational skills and ability to manage multiple vendors/orders simultaneously
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• Comfortable using purchasing software, spreadsheets, or ERP/inventory systems (experience with [specific software, if any] a plus)
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• Excellent communication and negotiation skills
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• Discretion and professionalism when handling confidential or leadership-related matters
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• Detail-oriented with strong follow-through on order tracking and documentation
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• Ability to work independently in a small-team, fast-paced startup environment
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