Corporate Office Administrator

Job Description

Job Description

POSITION SUMMARY

The Office Administrator is an entry‑level role and serves as the first point of contact for visitors and callers at Petmate’s corporate office. This position supports the front desk reception area and helps ensure daily office operations run smoothly. The Office Administrator also provides basic administrative support to the Executive Assistant, Human Resources, and Recruiting teams.

The ideal candidate is friendly, dependable, organized, and eager to learn. This role requires professionalism, strong attention to detail, and the ability to handle confidential information appropriately while supporting a fast-paced, in-office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Key Responsibilities:

Primary Responsibilities

• Serve as the primary front desk receptionist, maintaining a welcoming and professional reception area.
• Greet and assist all visitors, vendors, and employees in a friendly and helpful manner.
• Answer and direct incoming phone calls; manage the corporate voicemail system.
• Maintain confidentiality when handling sensitive or HR‑related information.
• Assist visitors with check‑in, maintain visitor logs, and coordinate access badges.
• Receive, sort, and distribute incoming mail and packages; meter and send outgoing mail.
• Coordinate shipping needs and assist with deliveries between facilities in partnership with the van driver.

Ongoing / As Needed Responsibilities

• Monitor and restock office supplies, copier materials, and kitchen/workroom areas.
• Help maintain a clean, organized, and safe office environment, including kitchens, workrooms, conference rooms, and common areas.
• Set up and clean conference rooms before and after meetings.
• Assist with food and beverage orders for meetings and events.
• Walk the building to identify maintenance needs; submit repair tickets as needed.
• Communicate facility or cleanliness issues to the cleaning crew.
• Support employee events, birthday celebrations, and company activities.
• Update bulletin boards, pet wall displays, seating charts, phone list, and posted materials.
• Maintain pest control records, the chemical inventory book, and PAW’s policy documentation.
• Track expenditures and maintain spreadsheets for basic office costs.
• Order employee business cards as needed.
• Assist with tracking sample orders for the ELT.
• Maintain Certificates of Insurance (COI) records.
• Support basic warehouse housekeeping needs related to safety, cleanliness, and visitor readiness.

Support Responsibilities

• Assist with scheduling onsite candidate interviews and coordinating room setups.
• Set up Teams calls for in‑office interviews and help with basic tech needs.
• Assist HR with filing, document organization, and simple communications.
• Support onboarding and company engagement activities as needed.

Administrative Assistance

• Support the Executive Assistant with scheduling, communications, and ad hoc tasks.
• Be proactive and intuitive in recognizing the evolving needs of the team and office.
• Exhibit professionalism, confidentiality, and initiative in all responsibilities.

Qualifications:

• Friendly, welcoming, and professional demeanor suitable for front desk reception.
• Good communication and interpersonal skills.
• Strong attention to detail and interest in learning office operations.
• Ability to multitask, stay organized, and adapt to changing needs.
• Basic proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Willingness to help with tasks outside the regular job scope as needed.

Education and Experience:

• 1+ years of office or administrative experience preferred

SUCCESS IN THIS ROLE LOOKS LIKE

• Visitors and candidates consistently have a positive, professional experience.
• The office, meeting spaces, and common areas are organized, stocked, and ready for daily use.
• HR, Recruiting, and Executive support needs are handled accurately and on time.
• Confidential information is managed appropriately and professionally.
• The office runs smoothly with minimal disruption.

Schedule: Part-time; Tuesday–Thursday (hours flexible)