Office Administrator

Position Summary

The Office Administrator serves as the operational backbone of the office, with a primary focus on procurement, supply chain coordination, and purchasing activities that keep production and daily operations running smoothly. This role blends traditional office administration (scheduling, correspondence, facilities) with hands-on responsibility for sourcing, ordering, vendor management, and inventory tracking of materials, equipment, and supplies — while also providing direct administrative support to company leadership and coordinating basic IT needs across the office.

Key Responsibilities

Procurement & Purchasing

• Source, evaluate, and purchase raw materials, production supplies, office supplies, and equipment
• Obtain and compare vendor quotes;
  negotiate pricing, terms, and delivery schedules
• Issue and track purchase orders from request through delivery and invoicing
• Maintain accurate purchasing records and reconcile POs against invoices and packing slips
• Monitor inventory levels of consumables and production materials;
  reorder proactively to avoid production delays
• Identify and qualify new suppliers as needed;
  maintain vendor files and compliance documentation

Supply Chain Coordination

• Track incoming shipments and resolve delays, discrepancies, or damaged goods with vendors/carriers
• Coordinate with production/engineering teams to forecast material needs
• Maintain relationships with key suppliers and monitor for pricing changes, lead time shifts, or supply risk
• Support cost-tracking and budget reporting related to materials and supplies

Leadership Support

• Provide administrative support to company leadership as needed, including scheduling, correspondence, and preparation of materials for meetings
• Coordinate travel arrangements and expense reporting for leadership
• Assist with special projects and cross-functional initiatives at leadership's direction
• Help prepare reports, presentations, or documentation for board meetings, investor updates, or leadership reviews
• Act as a point of coordination between leadership and vendors/staff on operational matters

IT Coordination

• Serve as the first point of contact for basic IT needs (equipment setup, troubleshooting, account access) and escalate to outside IT support/vendors as needed
• Coordinate procurement and setup of computers, phones, and other equipment for new hires
• Maintain inventory of IT equipment and software licenses
• Manage relationships with IT support vendors, ISPs, and software/subscription providers
• Support onboarding/offboarding IT logistics (equipment issuance and return, account provisioning coordination with outside IT support)

Office Administration

• Manage day-to-day office operations, including facilities, supplies, and vendor service contracts (utilities, cleaning, equipment maintenance, etc.)
• Greet visitors, manage incoming mail/shipments, and handle general correspondence
• Support scheduling, meeting coordination, and light HR/administrative support as needed
• Maintain organized filing systems for contracts, vendor agreements, and procurement records

Qualifications

• 3-5 years of experience in office administration, purchasing, procurement, or supply chain coordination (manufacturing environment strongly preferred)
• Experience supporting executive or senior leadership a plus
• Basic familiarity with IT equipment setup and troubleshooting (not a technical/IT specialist role, but comfortable being the first point of contact)
• Strong organizational skills and ability to manage multiple vendors/orders simultaneously
• Comfortable using purchasing software, spreadsheets, or ERP/inventory systems (experience with [specific software, if any] a plus)
• Excellent communication and negotiation skills
• Discretion and professionalism when handling confidential or leadership-related matters
• Detail-oriented with strong follow-through on order tracking and documentation
• Ability to work independently in a small-team, fast-paced startup environment