Office Administrator

Office Administrator

The Office Administrator serves as the primary point of contact for visitors, employees, customers, vendors, and other stakeholders while providing broad administrative support across the organization.

This position combines reception, administrative support, general office administration, and executive-assistant responsibilities. The successful candidate will be highly organized, professional, service-oriented, and capable of managing multiple priorities while maintaining discretion and confidentiality.

The role requires a proactive individual who can anticipate administrative needs, exercise sound judgment, communicate professionally at all levels of the organization, has high attention to detail and will help maintain an efficient, welcoming, and well-organized workplace.

This requisition is to fill a replacement position. The targeted pay range is $21–$25 per hour, with the final rate based on the selected candidate's relevant experience and expertise.

• Serve as the primary receptionist and first point of contact for visitors, customers, vendors, candidates, and employees.
• Greeting visitors professionally and ensuring they are appropriately welcomed, registered, and directed.
• Maintain visitor sign-in records and coordinate visitor access in accordance with company security and safety procedures.
• Answer, screen, and route incoming telephone calls and general inquiries.
• Receive and sort mail to the appropriate departments or individuals.

• Maintain company directories, phone lists, organizational charts, emergency contact lists, and other administrative records.
• Assist with company meetings, employee events, customer visits, leadership meetings, and special functions.
• Maintain accurate electronic and physical filing systems.
• Identify opportunities to improve administrative processes, office organization, and workflow efficiency.
• Requestion office, breakroom, printing, and other administrative and office supplies are available and within established budgets and approval levels.
• Coordinate meals, refreshments, and meeting logistics for internal and external meetings.
• Assist with travel arrangements, accommodations, transportation, and itineraries as needed.
• Support or assist other departments as assigned in various capacities with administrative tasks. Such as scanning, filing, scheduling appointments.
• Support HR and Payroll or other departments as a process backup in assigned critical processes.
• Other duties as assigned.

• Provide administrative support to designated members of the executive leadership team.
• Coordinate internal and external meetings involving customers, vendors, employees, board members, and other stakeholders.
• Prepare meeting agendas, materials, presentations, reports, and supporting documentation.
• Attend meetings when requested and prepare meeting notes, action items, or follow-up documentation.
• Track executive action items, commitments, deadlines, and follow-up activities.
• Coordinate executive travel, including flights, lodging, ground transportation, meeting locations, and itineraries.
• Prepare and organize expense reports and supporting documentation.
• Draft, proofread, format, and distribute correspondence and business communications on behalf of executives when requested.
• Assist executives with preparation for customer visits, leadership meetings, board meetings, presentations, and company events.
• Handle confidential and sensitive executive information with appropriate discretion.
• Anticipate routine administrative needs and proactively address scheduling, meeting, travel, and logistical requirements.
• Serve as a professional liaison between executives and employees, customers, vendors, and other…