Office Administrator

Job Description

Job Description

Company Overview

KR Wolfe, Inc. is a dynamic, growing company dedicated to making the equipment and technology of tomorrow work today. We specialize in delivering specialized installation, integration, field service, and renovation services. Our focus is on creating and maintaining advanced environments and systems, primarily in healthcare, education, commercial, and government sectors.
Guided by our Vision to be the company of choice based on quality, value, and customer service, we embody SPIRIT in everything we do: Spreading Positivity, Initiating Relationships, and Inspiring Teamwork. Our Core Values—QUEST—drive us: Quality, Understanding & Care, Exceptional Service, SPIRIT, and Trust & Integrity.

In our Operations department, we ensure the seamless execution of KR Wolfe’s projects by managing critical functions such as inventory, shipping, logistics, fleet, technology, facilities, and vendor coordination. Our team equips field staff with the tools, equipment, and resources needed to deliver exceptional service, supporting the company’s mission.

Position Summary

The Office Administrator supports the day-to-day administrative, facility, and employee support functions of the organization. Reporting to the Operations Manager, this role is responsible for maintaining an organized and professional office environment, coordinating conference room scheduling and office resources, supporting onboarding activities, managing shipping and receiving functions, and ensuring employees have the tools, supplies, and support necessary to be successful.

This role serves as a key point of contact for employees, visitors, clients, and vendors while supporting operational efficiency and fostering a positive workplace culture. Success in this role is measured by responsiveness, organization, attention to detail, effective coordination of office resources, and the ability to provide consistent administrative support while upholding KR Wolfe's SPIRIT and QUEST values.

Duties and Responsibilities

Administrative Support

• Perform daily office opening and closing procedures.
• Answer and direct incoming phone calls and distribute voicemail inquiries.
• Greet and assist visitors, clients, vendors, and employees.
• Maintain filing systems and company records as needed.
• Coordinate conference room scheduling and manage meeting room calendars.
• Prepare conference rooms for meetings, trainings, interviews, and client visits, including refreshments and materials as needed.
• Assist with expense entry, reporting, and administrative projects as assigned.
• Provide administrative support to departments and leadership as needed.

Office Operations & Facilities Support

• Maintain a clean, organized, and professional office environment.
• Order and replenish office supplies, kitchen supplies, and administrative materials.
• Maintain kitchen, conference room, and common areas to ensure they remain stocked, organized, and presentable.
• Monitor office equipment and coordinate service requests as needed.
• Coordinate service visits for janitorial, landscaping, pest control, and other facility-related vendors.
• Support workplace safety initiatives and emergency preparedness efforts.
• Assist with office moves, workspace setups, and furniture arrangements as needed.

Mail, Shipping & Receiving

• Receive, sort, distribute, and process incoming and outgoing mail and packages.
• Process outgoing shipments and coordinate shipping requests.
• Coordinate shipping activities and reconcile shipping accounts.
• Track and manage shipments of company equipment, tools, PPE, and supplies.
• Ensure timely distribution of packages and company assets to employees and field personnel.

Asset & Inventory Management

• Maintain inventories of office supplies, company-branded materials, employee apparel, PPE, tools, and equipment.
• Maintain records of company-issued equipment, including laptops, phones, and office equipment.
• Assist with employee equipment distribution and collection during onboarding and offboarding activities.
• Support periodic inventory counts and asset audits.

Additional Responsibilities

• Assist with planning and coordinating employee events, team-building activities, and office celebrations.
• Support initiatives that promote a positive employee experience and workplace culture.
• Provide operational coverage for administrative team members during peak periods or absences, as needed.
• Support special projects and cross-functional initiatives as assigned.
• Perform other duties as assigned to support business needs.

Qualifications

Required Qualifications

• High school diploma or equivalent required.
• Minimum of 2 years of experience in office administration, administrative support, customer service, or a related role.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite and common office technology.
• Ability to manage multiple priorities and work independently.
• Strong attention to detail and problem-solving skills.
• Professional demeanor and customer-service mindset.

Physical Requirements

• Ability to move throughout office and warehouse environments.
• Ability to occasionally lift and carry up to 30 pounds.
• Ability to sit, stand, walk, bend, and reach as necessary to perform job duties.
• Ability to operate standard office equipment and technology.

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