Office Administrator

Job Description

The Office Administrator is responsible for ensuring the smooth day-to-day operation of the office by providing administrative support, coordinating office activities, and maintaining an organized and efficient work

environment. This role serves as a central point of contact for staff, vendors, and visitors. This position uses

effective communication methods to support company goals and objectives while promoting cooperation

and commitment within the team. The ideal candidate demonstrates initiative, strong follow-through, sound

judgment, professionalism, and the ability to manage multiple priorities while maintaining confidentiality.

This position reports to the Senior Facilities and Administrative Manager and will interact on a regular basis with administration, human resources, customer service, sales, warehouse, management staff, and customers.

This position works cooperatively with others.

• Office Operations

• • Ensure a welcoming, organized, and professional office environment
  • Coordinate office services including reception, visitor management, shared spaces, mail services, and office supply inventory
  • Process invoices, reconcile and track department expenses, and identify cost-saving opportunities
  • Maintain and communicate office procedures, workplace announcements, and general employee communications
  • Provide support for catering, company meetings and events, travel arrangements, and other departmental requests
  • Recommend and implement improvements to office processes, systems, and workplace services

• Administrative Support
  • Maintain organizational records, databases, contracts, filing systems, and other administrative records while ensuring accuracy, confidentiality, and compliance with record retention practices
  • Assist with contract and project assignments from legal team

• • Prepare presentations, spreadsheets, routine reporting, and other documents as requested
  • Answer and direct communications as needed

• Facilities Administration

• • Coordinate facility maintenance requests, service vendors, and ongoing workplace-related projects
  • Maintain facility records, service agreements, maintenance schedules, and compliance documentation
  • Support office safety programs and workplace initiatives in partnership with Facilities leadership
  • Track and maintain office and facilities assets and equipment inventories
• Coordinate departmental, cross-functional, and company-wide initiatives and special projects by serving as a central resource, managing timelines and deliverables, maintaining process documentation and standard operating procedures, and fostering collaboration to support organizational and workplace objectives
• Provide backup support to team members
• Performing all other duties as assigned

• Associate or bachelor’s degree; or equivalent work experience
• • 3+ years of experience in office coordination, administrative support, or workplace services
  • Experience supporting vendor management or facilities coordination preferred
• Proficiency in Microsoft Office Suite and collaboration tools
• Strong organizational and time management skills with ability to manage multiple priorities and prioritize work effectively
• Excellent written and verbal communication skills
• Demonstrated ability to learn, adopt, and leverage new technologies, digital tools, and AI-enabled solutions to improve productivity, efficiency, and business processes
• Proactive, solution-oriented mindset with strong attention to detail and problem-solving skills
• Ability to work independently and collaboratively across teams
• High level of professionalism and discretion with confidential information and a customer-service mindset
• Working knowledge of basic accounting principles, including invoice processing, expense tracking, and budget support
• Demonstrated adaptability in a fast-paced, changing environment
• Attendance is an essential function of this position

• While performing these duties the person is regularly required to walk, stand, bend, climb stairs, kneel, or crouch and