Office Administrator

Reports To: Executive Director, Administration Direct Report : None Employment Type: Full-Time, non-exempt Position Summary The Administrator is responsible for ensuring the efficient day-to-day operation of the office by providing administrative, operational, and logistical support. This role oversees office administration, maintains a clean and organized workplace, manages office supplies, coordinates travel and accommodations, supports company events, and assists the HR team with onboarding and administrative tasks. The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment. 1. Office Administration & Facilities Manage daily office operations to ensure a clean, organized, safe, and efficient work environment. Maintain common areas, including the staff lounge, ensuring they are clean, organized, and stocked with beverages, snacks, and office essentials. Coordinate office maintenance, repairs, and facility-related services with vendors as needed. Purchase and maintain inventory of office supplies, kitchen supplies, and other workplace essentials. Monitor inventory levels and ensure timely replenishment while maintaining cost efficiency. Process purchase requests and coordinate with the Finance department for purchasing and expense tracking. Maintain relationships with office vendors and service providers. 3. Reception & Guest Services Welcome visitors, clients, and vendors in a professional and friendly manner. Answer and direct incoming phone calls and general inquiries. Prepare and serve beverages or refreshments for visitors and meetings when appropriate. Maintain a clean, organized, and welcoming reception area. 4. Travel & Accommodation Coordination Coordinate business travel arrangements, including airfare, hotel accommodations, rental cars, and travel itineraries. Arrange travel logistics for employees, executives, and visiting guests. Ensure all travel bookings comply with company policies and budget guidelines. 5. Administrative Support Provide administrative support to executives and team members, including calendar management, meeting coordination, and scheduling. Prepare, edit, format, and distribute reports, presentations, correspondence, and other business documents. Assist with meeting preparation, including room reservations, materials, and refreshments. 6. Event & Meeting Coordination Plan and coordinate internal meetings, company events, training sessions, and employee activities. Manage event logistics, including venue setup, catering, materials, and vendor coordination. Ensure effective communication and timely follow-up before and after events. 7. Records & Document Management Maintain organized physical and electronic filing systems. Ensure company records are accurate, up to date, and securely maintained. Support document retention and confidentiality requirements. 8. Compliance & Office Policies Maintain confidentiality when handling sensitive company and employee information. Ensure office operations comply with company policies and administrative procedures. Support compliance with applicable legal and regulatory requirements. 9. Human Resources Support Assist with new hire onboarding by preparing onboarding materials, setting up workstations, coordinating orientation schedules, and processing required documentation. Provide general administrative support for HR initiatives and employee programs. Ability to exercise discretion and maintain the confidentiality of sensitive company, employee, and business information. 10. Other Duties This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may change at any time based on business needs. Employees may be required to perform other job‑related duties as assigned. Qualifications High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Office Management, or a related field preferred. 2+ years of experience in administrative, office management, or similar support role. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Excellent organizational, multitasking, and time management skills. Strong verbal and written communication skills. Professional demeanor with excellent customer service and interpersonal skills. Ability to work independently while collaborating effectively with cross‑functional teams. Preferred Qualifications Experience with ERP systems, office management software, or scheduling tools. Basic knowledge of budgeting, purchasing, and expense tracking. Experience coordinating travel arrangements and corporate events. Physical Requirements Prolonged periods of sitting, standing, and walking throughout the workday. Frequent use of a computer, keyboard, telephone, copier, and other standard office equipment. Occasionally lift, carry, move, and/or organize office supplies, equipment, and packages weighing up to 25 pounds . Ability to bend, reach, stoop, and climb a step stool or small ladder to retrieve or store office supplies when necessary. Ability to travel throughout the office and facility to support daily operations, meetings, and events. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Working Hours Monday – Friday, 8:00 AM – 5:00 PM Benefits Salary Range – (hourly) based on experience, skills, and qualifications Health Insurance (Medical, Dental, Vision, STD, Critical Illness) Paid Time Off (Vacation, Sick, Bereavement) 401(k) Plan with Company Match Paid Holidays Opportunity for professional development #J-18808-Ljbffr