Office Administrator

Office Administrator

At RXO Freight Forwarding (A sister company of XPO), we proactively manage the challenges of high value, time sensitive and delicate shipments. Our commitment is honesty, integrity, great customer service and no surprises.

Our vision is to provide our team members with a fun, family-oriented, and rewarding work environment. We go out of our way to create an environment where your hard work is recognized and appreciated. We are results based and not time based, and all team members are self-managed.

About the Opportunity

We are seeking a highly organized, proactive Office Administrator to support the daily operations of our freight forwarding company in an in-office role based in Sterling, VA. This position is central to keeping the office running smoothly across administration, communication, scheduling, vendor coordination, HR support, documentation, and foundational finance support.

The ideal candidate is detail-oriented, dependable, and comfortable managing multiple priorities in a fast-paced logistics environment. You will serve as a key point of coordination for internal teams, leadership, vendors, and employees while helping create structure, consistency, and follow-through across office operations.

Key Responsibilities

• Manage daily office operations including supplies, facilities, travel logistics, and calendars.
• Coordinate internal communication, meeting scheduling, follow-ups, and maintenance of filing systems, documentation, and billing records.
• Support the development, implementation, and enforcement of Standard Operating Procedures (SOPs) across departments.
• Assist with employee onboarding and offboarding, benefits coordination, personnel file maintenance, and policy updates.
• Provide operational support to leadership through reporting, schedule management, and special projects.
• Coordinate with vendors, customers, and internal teams to resolve issues and keep operations running smoothly.
• Prepare and maintain expense, invoice, commission, and billing reports; assist with foundational A/R and A/P tasks with a high level of confidentiality.
• Support the sales and management team with lead generation tracking, marketing campaign coordination, and outreach follow-through.
• Serve as the first point of contact for office-related questions, helping foster a positive and professional work environment.

Qualifications

• Minimum of 3 years of proven experience in office administration, administrative support, or executive support required, logistics or freight forwarding experience a plus
• Proficiency in Microsoft Office Suite, Outlook, Excel, and Teams, with the ability to learn new systems quickly required
• Experience with SOP creation or enforcement and recurring reporting, expense tracking, or A/RA/P tasks highly desirable required
• Experience maintaining organized files, documentation systems, and office procedures with a high level of confidentiality required
• Experience supporting employee administration including onboarding, offboarding, and benefits coordination strongly preferred
• Previous experience in QuickBooks preferred

Key Traits of a Successful Candidate

• Highly organized with exceptional attention to detail and strong follow-through
• Clear, professional communicator who works effectively across teams and with leadership
• Proactive and resourceful someone who identifies needs and addresses them without being asked
• Comfortable with detailed oversight and regular accountability from leadership
• Able to manage multiple priorities independently in a fast-paced environment
• Positive, dependable team player who contributes to a supportive office culture

What We Offer

• Salary of $48,000$65,000, commensurate with experience
• Full-time, in-office position, Monday - Friday, standard business hours
• Full benefits package and PTO
• A results-based work culture where your contributions are recognized and appreciated
• A fun, family-oriented team environment with strong leadership support

Location: Sterling, VA 20166