Office Administrator

Job Description

Job Description

10BOverview

The Office Administrator is responsible for ensuring the smooth day-to-day operation of the office by providing administrative support, coordinating office activities, and maintaining an organized and efficient work 

environment. This role serves as a central point of contact for staff, vendors, and visitors. This position uses 

effective communication methods to support company goals and objectives while promoting cooperation 

and commitment within the team. The ideal candidate demonstrates initiative, strong follow-through, sound

judgment, professionalism, and the ability to manage multiple priorities while maintaining confidentiality.

This position reports to the Senior Facilities and Administrative Manager and will interact on a regular basis with 

administration, human resources, customer service, sales, warehouse, management staff, and customers. 

This position works cooperatively with others.

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• Office Operations 

• Ensure a welcoming, organized, and professional office environment
• Coordinate office services including reception, visitor management, shared spaces, mail services, and office supply inventory
• Process invoices, reconcile and track department expenses, and identify cost-saving opportunities
• Maintain and communicate office procedures, workplace announcements, and general employee communications
• Provide support for catering, company meetings and events, travel arrangements, and other departmental requests
• Recommend and implement improvements to office processes, systems, and workplace services

• Administrative Support
  • Maintain organizational records, databases, contracts, filing systems, and other administrative records while ensuring accuracy, confidentiality, and compliance with record retention practices 
  • Assist with contract and project assignments from legal team

• Prepare presentations, spreadsheets, routine reporting, and other documents as requested
• Answer and direct communications as needed

• Facilities Administration

• Coordinate facility maintenance requests, service vendors, and ongoing workplace-related projects 
• Maintain facility records, service agreements, maintenance schedules, and compliance documentation
• Support office safety programs and workplace initiatives in partnership with Facilities leadership
• Track and maintain office and facilities assets and equipment inventories
• Coordinate departmental, cross-functional, and company-wide initiatives and special projects by serving as a central resource, managing timelines and deliverables, maintaining process documentation and standard operating procedures, and fostering collaboration to support organizational and workplace objectives
• Provide backup support to team members
• Performing all other duties as assigned

REQUIREMENTS

• Associate or bachelor’s degree; or equivalent work experience 

• 3+ years of experience in office coordination, administrative support, or workplace services
  • Experience supporting vendor management or facilities coordination preferred

• Proficiency in Microsoft Office Suite and collaboration tools
• Strong organizational and time management skills with ability to manage multiple priorities and prioritize work effectively 
• Excellent written and verbal communication skills
• Demonstrated ability to learn, adopt, and leverage new technologies, digital tools, and AI-enabled solutions to improve productivity, efficiency, and business processes
• Proactive, solution-oriented mindset with strong attention to detail and problem-solving skills
• Ability to work independently and collaboratively across teams
• High level of professionalism and discretion with confidential information and a customer-service mindset
• Working knowledge of basic accounting principles, including invoice processing, expense tracking, and budget support
• Demonstrated adaptability in a fast-paced, changing environment
• Attendance is an essential function of this position

13B PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• While performing these duties the person is regularly required to walk, stand, bend, climb stairs, kneel, or crouch and successfully demonstrate the ability to write or use a computer or other electronic devices.
• Employees in this position may need to regularly lift at least 5 lbs. and up to 25 pounds occasionally and may need to exert themselves while performing the above-mentioned duties.
• Ability to drive a car and travel worksites. Employees will be reimbursed mileage according to corporate reimbursement schedule if using a personal vehicle.
• Ability to sit for extended periods of time. 

Reasonable accommodation will be made as needed to ensure staff is safe. Assistance will be provided if employee is unable to complete a task.

QUALIFICATIONS

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Must be legally authorized to work in the United States and able to provide documentation verifying employment eligibility as required by federal law.
• Ability to pass a Criminal Background Check.
• Current driver’s license along with a good driving record and valid insurance.