Office Administrator

Job Description

Job Description

Position: Office Administrator
Location – 41 Research Dr. Hampton, VA 23666
Employment Type – Full-Time, Onsite
Work Schedule – Monday–Thursday, four 10-hour days; hours based on front desk coverage

Job Description :

The Office Administrator serves as the primary point of contact for visitors, employees, customers, vendors, and other stakeholders while providing broad administrative support across the organization. 

This position combines reception, administrative support, general office administration, and executive-assistant responsibilities. The successful candidate will be highly organized, professional, service-oriented, and capable of managing multiple priorities while maintaining discretion and confidentiality.

The role requires a proactive individual who can anticipate administrative needs, exercise sound judgment, communicate professionally at all levels of the organization, has high attention to detail and will help maintain an efficient, welcoming, and well-organized workplace.

This requisition is to fill a replacement position. The targeted pay range is $21–$25 per hour, with the final rate based on the selected candidate’s relevant experience and expertise.

Key Responsibilities : Reception:

• Serve as the primary receptionist and first point of contact for visitors, customers, vendors, candidates, and employees.
• Greeting visitors professionally and ensuring they are appropriately welcomed, registered, and directed.
• Maintain visitor sign-in records and coordinate visitor access in accordance with company security and safety procedures.
• Answer, screen, and route incoming telephone calls and general inquiries.
• Receive and sort mail to the appropriate departments or individuals.

Office Administrator and Business Support:

• Maintain company directories, phone lists, organizational charts, emergency contact lists, and other administrative records.
• Assist with company meetings, employee events, customer visits, leadership meetings, and special functions.
• Maintain accurate electronic and physical filing systems. 
• Identify opportunities to improve administrative processes, office organization, and workflow efficiency.
• Requisition office, breakroom, printing, and other administrative and office supplies are available and within established budgets and approval levels.
• Coordinate meals, refreshments, and meeting logistics for internal and external meetings.
• Assist with travel arrangements, accommodations, transportation, and itineraries as needed.
• Support or assist other departments as assigned in various capacities with administrative tasks. Such as scanning, filing, scheduling appointments.
• Support HR and Payroll or other departments as a process backup in assigned critical processes.
• Other duties as assigned. 

Executive Support:

• Provide administrative support to designated members of the executive leadership team.
• Coordinate internal and external meetings involving customers, vendors, employees, board members, and other stakeholders.
• Prepare meeting agendas, materials, presentations, reports, and supporting documentation.
• Attend meetings when requested and prepare meeting notes, action items, or follow-up documentation.
• Track executive action items, commitments, deadlines, and follow-up activities.
• Coordinate executive travel, including flights, lodging, ground transportation, meeting locations, and itineraries.
• Prepare and organize expense reports and supporting documentation.
• Draft, proofread, format, and distribute correspondence and business communications on behalf of executives when requested.
• Assist executives with preparation for customer visits, leadership meetings, board meetings, presentations, and company events.
• Handle confidential and sensitive executive information with appropriate discretion.
• Anticipate routine administrative needs and proactively address scheduling, meeting, travel, and logistical requirements.
• Serve as a professional liaison between executives and employees, customers, vendors, and other stakeholders.

Professional and Organizational Expectations

The individual in this position is expected to:

• Demonstrate professional judgment and discretion regarding confidential or sensitive information.
• Maintain a professional appearance and demeanor appropriate for the organization's primary front-office representative.
• Provide a high level of customer service to employees, visitors, customers, and vendors.
• Communicate professionally and respectfully with employees at all organizational levels.
• Remain composed and professional when managing interruptions, competing priorities, and time-sensitive requests.
• Demonstrate strong organizational skills and attention to detail.
• Manage multiple assignments while establishing appropriate priorities.
• Recognize when matters should be escalated to management or executive leadership.
• Take initiative and anticipate routine administrative needs.
• Maintain dependable attendance and punctuality given the front-office responsibilities of the position.
• Work collaboratively across departments and maintain positive professional relationships.
• Demonstrate flexibility as organizational priorities change.
• Maintain appropriate professional boundaries and avoid discussing confidential, sensitive, personnel, or executive matters with unauthorized individuals.
• Follow established company policies, procedures, safety requirements, and standards of conduct.

Qualifications & Skills : Education :

• High school diploma or equivalent.

• Associate's or bachelor's degree in Business Administration, Human Resources, Communications, or a related field.

Experience

• 3+ years of administrative, receptionist, office-management, HR-support, or executive-assistant experience preferred.
• Previous experience supporting senior executives or management is beneficial.
• Previous Human Resources administrative experience is beneficial.
• Experience working in a manufacturing, corporate, professional-services, or similar business environment is beneficial.

Skills :

• Microsoft Office applications (Outlook, SharePoint, Word, PowerPoint etc.)
• Professional and clear communication with employees, candidates, visitors, and managers.
• Organization, attention to detail, and ability to prioritize interruptions alongside scheduled work.

Physical and Work Requirements

• Maintain appropriate professional boundaries and avoid discussing confidential, sensitive, personnel, or executive matters with unauthorized individuals.
• Ability to perform work in a professional office environment.
• Ability to remain at a workstation for extended periods.
• Ability to operate standard office equipment.
• Ability to occasionally lift and move office supplies, packages, or materials weighing up to approximately 25 pounds.
• Ability to sit, stand, walk, use a computer and telephone, and handle routine office materials during the workday.
• Ability to communicate effectively in person, by telephone, electronically, and in writing.
• Regular and dependable on-site attendance is an essential function of the position due to reception and office support responsibilities

  Employment Eligibility Requirements :

• Authorization to work in the United States.

• Successful completion of applicable pre-employment screening requirements.

Work Environment:

This position is primarily based at the front desk of the adminis