Office Administrator

HighLevel Office Coordinator

HighLevel is a cloud-based, all-in-one white-label marketing and sales platform that empowers marketing agencies, entrepreneurs, and businesses to elevate their digital presence and drive growth. Our platform manages 470 terabytes of data distributed across five databases, operates with a network of over 250 microservices, and supports over 1 million domain names.

Who You Are

You are highly organized, proactive, and detail-oriented, with a natural ability to create structure, order, and consistency in fast-paced environments. You take pride in maintaining a polished, welcoming, and exceptionally well-run workplace and operate with a strong sense of ownership in everything you do.

You are observant, responsive, and service-minded, with the ability to anticipate needs before they arise and maintain a high standard of professionalism across the office at all times. You thrive in environments where organization, preparedness, hospitality, and operational excellence matter, and you genuinely enjoy being the person who keeps everything running seamlessly behind the scenes.

You are warm, approachable, and confident interacting with employees, customers, executives, and guests while maintaining strong operational awareness and attention to detail throughout the day.

What You'll Be Doing

• Serve as the face of the company and deliver a polished, welcoming, and high-touch experience for every guest, customer, vendor, and employee
• Own the day-to-day presentation, organization, and operational flow of a large two-story corporate office
• Maintain exceptionally high standards across all shared spaces, ensuring reception areas, conference rooms, kitchens, lounges, training spaces, and common areas remain clean, organized, stocked, and guest-ready throughout the day
• Anticipate office and guest needs proactively and execute on them with urgency, professionalism, and attention to detail
• Prepare meeting rooms, customer spaces, refreshments, supplies, and hospitality setups ahead of meetings, trainings, recordings, and events
• Manage visitor check-ins, office access, and overall front-of-house awareness while maintaining professionalism and discretion
• Coordinate incoming calls, deliveries, mail, vendors, and building-related communications efficiently and professionally
• Oversee scheduling and reservations for the company's podcast studio and training room, ensuring rooms are properly prepared, maintained, reset, and ready between uses
• Coordinate readiness and logistics for customer visits, team meetings, trainings, podcast recordings, and company events
• Support workplace operations and administrative initiatives that contribute to an organized, high-functioning office environment
• Partner closely with facilities, maintenance, cleaning crews, and external vendors to ensure the office operates smoothly at all times
• Help create and maintain a workplace experience that reflects a high standard of professionalism, hospitality, organization, and operational excellence
• Take on additional workplace operations, hospitality, and administrative responsibilities as needed to support a polished, organized, and high-performing office environment

What You'll Bring

• 12 years of experience in a receptionist, front office, hospitality, workplace operations, or office coordination role
• Bachelor's degree required
• Exceptional organizational skills and strong attention to detail
• A proactive, hospitality-first mindset with a high standard for professionalism and workplace presentation
• Strong communication and interpersonal skills with the ability to interact confidently with guests, customers, executives, and employees
• Ability to manage multiple priorities and stay organized in a fast-paced environment
• Experience coordinating calendars, scheduling systems, meeting spaces, or office logistics preferred
• Strong sense of ownership, reliability, and follow-through
• Comfortable using Google Workspace, Microsoft Office, and scheduling/calendar platforms
• Ability to maintain discretion, professionalism, and operational awareness throughout the office

Experience/Education Required

• Bachelor's degree required
• 12 years of experience in a receptionist, administrative, hospitality, workplace operations, or office coordination role preferred
• Experience supporting a corporate office or high-traffic workplace environment preferred
• Comfortable working in a highly collaborative, in-office environment
• Must be available to work Monday through Friday during standard CST business hours and support occasional extended hours based on business or event needs

Equal Employment Opportunity Information

The company is an Equal Opportunity Employer. As an employer subject to affirmative action regulations, we invite you to voluntarily provide the following demographic information. This information is used solely for compliance with government recordkeeping, reporting, and other legal requirements. Providing this information is voluntary and refusal to do so will not affect your application status. This data will be kept separate from your application and will not be used in the hiring decision.

LI-KK1