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
.

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

• 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

• Strong communication and organizational skills
• Ability to multitask, remain focused, and work independently
• Detail-oriented, organized, and proactive

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.

Applicants must be authorized to work in the United States without employer sponsorship.