Office Administrator

At Humanity HR, we believe that when people thrive, businesses soar. As your full-service HR partner, we provide flexible and scalable HR solutions tailored to your unique needs. Whether you're a startup or an established company, our goal is simple: to help you create a workplace where your employees are engaged, productive, and loyal. Job Summary The Office Administrator will serve as the first point of contact for visitors and play a key role in keeping the office running smoothly through strong attention to detail, follow-through, and proactive support. We are also looking for someone who is comfortable with technology and interested in leveraging tools (including AI) to improve efficiency. This role is essential to maintaining a smooth and professional office environment. The ideal candidate is organized, reliable, and takes pride in supporting a well-run workplace. Essential Duties and Responsibilities Front Office & Daily Operations Answer and direct incoming phone calls in a professional manner Greet and assist visitors, clients, and vendors Maintain a polished and organized front office environment Manage company email and general office communications Office Coordination & Supplies Order and restock office and kitchen supplies Maintain organization of common areas (kitchen, conference rooms, supply areas) Ensure the office remains clean and presentable (in coordination with cleaning crew) Mail & Administrative Support Sort, scan, and distribute incoming mail daily Prepare and send outgoing mail and packages (USPS, FedEx, etc.) Run occasional office errands (post office, FedEx, etc.) as needed Maintain organized digital and physical filing systems Scheduling & Organization Manage conference room scheduling and company calendar Support general office coordination and logistics Office Maintenance & Technology Water plants, replace batteries, and assist with general office upkeep Troubleshoot basic office equipment issues (copiers, scanners, phones, video conferencing tools) Coordinate minor service needs with vendors as needed Team Support & Culture Coordinate employee birthday celebrations (lunch, card circulation, gifts, etc.) Assist with planning internal meetings and office events Support company participation in external events (grand openings, groundbreakings, holiday events, team meetings) Assist with planning employee travel to conferences and events (e.g., Co- Housing Now, ResMan) HR & Administrative Support Assist with onboarding new corporate employees Provide administrative support to team members as needed Accounting Support Assist with gathering and organizing documents (e.g., utility invoices) Additional Responsibilities Support ad hoc projects and tasks as assigned Qualifications 2+ years of administrative or office support experience Strong organizational skills and attention to detail Professional communication skills, both written and verbal Reliable, proactive, and able to manage responsibilities independently Ability to handle multiple tasks in a structured office environment Proficiency with standard office tools (email, calendars, document management) Reliable transportation to and from the office and for occasional errands Preferred Qualifications Experience in a corporate or professional office setting Notary Public certification or willingness to obtain Comfort with technology and interest in learning new tools, including AI-based solutions Language Skills Fluent in English with excellent written and verbal communication. Ability to read, analyze, and interpret documentation. Ability to respond effectively to inquiries and complaints. Mathematical Skills Ability to apply concepts that relate to the above job responsibilities with their parameters. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must have strong fine motor skills and is regularly required to sit; crouch and stand back up many times a day; walk/stand for up to 8 hours a day; reach overhead; use keyboard and mouse for up to 8 hours a day; and ability to hear and speak. The employee must have the ability to lift and carry at least 10 lbs. Specific vision abilities required by this job include strong or correctable near visual acuity, close vision, distance vision, depth perception, and ability to adjust focus. #J-18808-Ljbffr