Office Administrator

Office Administrator

Job Summary:

Dark Matter Technologies, part of Andromeda, a portfolio within Constellation Software is hiring an Office Administrator that will be responsible for overseeing the day-to-day operations of the office, ensuring a seamless and efficient workplace environment. This role combines executive administrative support, vendor and facilities coordination, and hands-on office management responsibilities. The Office Administrator serves as the primary point of contact for internal stakeholders, vendors, and building management while supporting local culture and engagement initiatives.

Key Responsibilities:

Office & Administrative Operations

• Oversee daily office operations to ensure an efficient and well-functioning work environment
  
• Coordinate internal and external meetings, including conference and video calls for leaders
  
• Provide executive administrative support as needed
  
• Manage office supplies, equipment, and general administrative processes
  
• Support budgeting activities and vendor contract coordination as applicable
  

Facilities & Vendor Management

• Serve as the primary liaison with building management, service providers, and vendors (e.g., cleaning, landscaping)
  
• Coordinate office maintenance, equipment servicing, and repair requests
  
• Manage relationships with caterers and external partners supporting office operations
  
• Help ensure the office environment remains safe, functional, and well-maintained
  
• Perform or coordinate basic facilities upkeep duties, including minor repairs and general maintenance
  

Culture & Engagement

• Partner with leadership to coordinate local culture and employee engagement initiatives
  
• Plan and support logistics for events, meetings, and team activities
  
• Serve as the "face of the office" and foster a welcoming and professional environment
  

Physical & Hands-On Requirements:

• Ability to lift and move items up to 50 pounds
  
• Perform light facilities maintenance tasks as needed, such as:
  - Addressing basic plumbing issues (e.g., unclogging a toilet)- Replacing ceiling tiles or similar minor repairs
  
• Clear and maintain sidewalks and entryways during inclement weather, including snow and ice removal as needed
  
• Move, lift, or reposition office equipment, furniture, and supplies
  
• Walk the office regularly to assess maintenance needs and ensure operational readiness
  
• Assist with physical setup and breakdown of office spaces, meetings, and events
  

Qualifications:

• Experience in office management, administrative support, or facilities coordination
  
• Strong organizational and multitasking skills
  
• Ability to manage vendor relationships and coordinate multiple priorities
  
• Strong communication and interpersonal skills
  
• Self-starter with a proactive and problem-solving mindset
  

Work Environment:

• Primarily office-based role with a mix of desk-based administrative work and physical, hands-on responsibilities supporting facility upkeep and office operations
  

Applicants with disabilities who would like to require a reasonable accommodation related to any part of the application process may contact us at View email address on click.appcast.io.

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