Office Administrator (Austin, Texas)

Role Summary The Office Administrator provides day-to-day administrative support for the Austin office. This role helps maintain an organized, welcoming, and efficient office environment supporting staff, guests, and members. We are looking for someone with a positive attitude, strong work ethic, and a willingness to help wherever needed. Reliability, professionalism, and a collaborative mindset are essential for success in this role. The Office Administrator reports to the Senior HR Manager . Key Responsibilities Daily Responsibilities Manage incoming office communications including mail distribution, scanning, shared email monitoring, and answering/screening phone calls Respond to member and employee inquiries, including preparing invitation letters and providing administrative support as needed Maintain office and breakroom operations by restocking snacks, beverages, kitchen, and office supplies; coordinating supply orders; and ensuring common areas remain clean and organized Collect, organize, and submit receipts, invoices, and expense documentation for accounting and Accounts Payable processing Coordinate invoice approvals and provide weekly documentation to finance and accounting teams Weekly and Monthly Responsibilities Coordinate domestic and international shipping, including preparing documents and packages for employees and members Maintain office operations by managing phone directories, employee badge access, printers/copiers, paper supplies, and communication with building management for maintenance or repair needs Plan and coordinate employee events, lunches, birthday celebrations, and service anniversary recognition programs Order business cards, office supplies, breakroom supplies, and other operational materials as needed Support accounting and finance functions by organizing invoices, processing expense reports, verifying vendor banking information, obtaining corporate credit card statements, and submitting documentation to Accounts Payable Assist employees with visa documentation and administrative paperwork related to international business travel and meetings Coordinate with external vendors and service providers, including telecom, shipping, office equipment, and award vendors Support continuous improvement efforts by working with finance and operations teams to identify cost-saving opportunities and improve office efficiency Experience & Qualifications 4+ years of successful administrative/office support experience Professional demeanor and strong customer service mindset Proficient with Microsoft Office, web-based software applications, and general office equipment Skills & Attributes Strong communication and organizational skills Ability to multitask, remain focused, and work independently Detail-oriented, organized, and proactive Location The position will work at our Austin office: 10900 Stonelake Blvd., Suite A-195, Austin, TX 78759. Candidates must currently live within reasonable commuting distance to the office. No relocation assistance provided. Work Authorization Applicants must be authorized to work in the United States without employer sponsorship. #J-18808-Ljbffr Fi NOW