Office Administrator

Office Administrator

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.