Office Administrator

The Office Administrator at VIVA Railings is responsible for overseeing the day-to-day activities of the office, ensuring it remains a clean, organized, and efficient space. This role serves as the primary point of contact for office operations, including supply management, vendor coordination, and cleanliness oversight. The Office Administrator also supports team members by addressing office-related needs and creating a welcoming environment for employees and visitors.

Company OverviewVIVA Railings is a leading provider of innovative architectural railing systems, offering custom solutions to architects, contractors, and developers across the United States. Guided by our core values—unyielding integrity, unwavering commitment, uncompromising excellence, and collective responsibility—we foster a collaborative work environment while delivering exceptional results.

At VIVA Railings, the Office Administrator plays a key role in ensuring smooth day-to-day operations, maintaining a clean and organized workspace, and supporting company-wide productivity.

Key Responsibilities Office Operations & Administration Oversee the daily operations of the office, ensuring all areas function efficiently and effectively.

Maintain inventory of office supplies, ordering as needed to prevent shortages.

Manage relationships with vendors and service providers, including cleaning services, maintenance teams, and supply vendors.

Ensure all office equipment, such as printers and phones, is operational and coordinate repairs or replacements as needed.

Cleanliness & Organization Supervise and ensure the cleanliness and organization of common areas, including the kitchen, breakrooms, conference rooms, and workstations.

Develop and enforce office cleanliness standards, ensuring a safe and welcoming environment for employees and visitors.

Coordinate with cleaning staff or external providers to maintain a regular cleaning schedule and address any immediate needs.

Visitor & Employee Support Greet and assist visitors, ensuring a positive first impression of the office.

Coordinate meeting room schedules and ensure spaces are prepared for use.

Address employee concerns related to office maintenance, supplies, and cleanliness promptly.

Event & Culture Support Assist in planning and organizing office events, meetings, and celebrations.

Collaborate with HR and other departments to support culture initiatives and office engagement activities.

Safety & Compliance Ensure compliance with office safety protocols, including emergency preparedness and workspace ergonomics.

Conduct periodic inspections of the office to identify and address potential hazards or issues.

High school diploma or equivalent; associate’s or bachelor’s degree preferred.
2+ years of experience in office administration or a similar role.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment.

Strong organizational and multitasking abilities with a proactive mindset.

Excellent communication and interpersonal skills to interact effectively with employees, vendors, and visitors.

Key Competencies Attention to detail with a focus on cleanliness and organization.

Problem-solving skills to address day-to-day office challenges efficiently.

Strong time management abilities, capable of prioritizing multiple tasks.

Customer-service-oriented mindset to create a positive office environment.
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