Office Administrator (Temp-to-Hire)

Job Description

Job Description

Position Title : Office Administrator (Temp-to-Hire)

Location : Denver, CO (Ruby Hill neighborhood, but the office is moving to the Berkley neighborhood in March 2027)

Pay : $28.00 - $32.00/hour

• A full benefits package once hired permanently by the client 
• Accrued Paid Leave available during the temporary period

Company Overview : Our client is a manufacturer’s representative connecting HVAC equipment manufacturers with the professionals who install and operate commercial HVAC systems. Headquartered in Denver, the company also has offices in Colorado Springs, Fort Collins, and Grand Junction. The organization employs just over 100 people, approximately 50 who are based at the Denver headquarters.

Office Administrator Overview : Reporting to the Director of Finance and Administration, the Office Administrator supports daily office operations and serves as the primary contact for callers and visitors, coordinates business travel, manufacturer visits, meetings, catering, and the company calendar while providing administrative support to internal teams and maintaining a professional, welcoming office environment. Office Administrator duties and responsibilities include, but are not limited to the following:

Reception and Office Operations

• Answers and directs calls, checks voicemail each morning, and promptly forwards messages to the appropriate employees.
• Welcomes visitors, determines the purpose of their visit, and directs them to the appropriate employees or meeting locations.
• Processes incoming and outgoing mail, packages, and deliveries.
• Prepares routine correspondence and provides clerical support, including filing, copying, scanning, faxing, and mailing as needed.
• Maintains organized electronic and paper records, the employee phone list, and Outlook contacts.
• Orders and replenishes office and kitchen supplies, stocks copier paper, prepares coffee, and keeps reception and shared areas organized.
• Coordinates office equipment maintenance and service requests.

Travel and Event Coordination

• Books business travel, including flights, hotels, and ground transportation, and prepares and communicates travel itineraries.
• Coordinates manufacturer visits, including scheduling, meeting arrangements, and communication with manufacturers and internal teams.
• Coordinates catering for manufacturer lunch and learns and other meetings, confirming attendee counts, dietary needs, and delivery arrangements.
• Manages the company calendar and conference room reservations, including meetings, manufacturer visits, lunch and learns, and company events; communicates updates and resolves scheduling conflicts.

Accounting and Credit Support

• Provides administrative support to the Accounting and Credit teams as needed, including preparing checks for mailing.
• Reviews incoming accounts payable emails and saves invoices to the appropriate shared folders.

General Responsibilities

• Handles confidential and sensitive information with discretion and professionalism.
• Performs other related duties as assigned by management.

Qualifications :

• 3 + years’ experience in an office administrator, office management, or similar type of office support position is required.
• An associate or bachelor degree is preferred, but not required.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Excellent verbal and written communication skills and the ability to communicate effectively with employees, visitors, customers, and manufacturers.
• Strong organizational and time management skills, with the ability to prioritize tasks, manage schedules, and adapt to changing needs.
• Ability to follow written and verbal instructions and complete a variety of clerical tasks accurately.
• Ability to perform basic accounting support tasks.
• Active notary commission or willingness to become a notary.
• Ability to pass a criminal background screening and drug screening is required.

J. Kent Staffing is an Equal Opportunity Employer.