Office Administrator

Department:
People & Culture

Reports To:

Vice President of People & Culture

Location:

Louisville, KY (Valiant Office)

Employment Type:

Full-Time, Salaried

Starting Base Salary: $52K+

Valiant is seeking a highly organized, proactive, and resourceful Office Administrator to support the day-to-day administrative and logistical needs of our corporate office and project teams across the country.

At Valiant, our jobsite trailers are an extension of our corporate office. This position plays an important role in ensuring both our Louisville office and field offices are organized, appropriately equipped, and have the resources employees need to operate effectively.

Reporting to the Vice President of People & Culture, the Office Administrator will oversee general office administration, coordinate new-hire technology and equipment needs, maintain visibility of company tools and assets across jobsites, support project mobilization and closeout logistics, and coordinate with vendors and service providers.

The ideal candidate is highly organized, dependable, comfortable managing multiple priorities, and enjoys creating structure and keeping things running behind the scenes.

• Office Administration & Workplace Operations
  • Oversee the day-to-day administrative and operational needs of Valiant's Louisville corporate office.
  • Maintain an organized, professional, and functional office environment for employees and visitors.
  • Order and maintain office supplies, kitchen supplies, workplace resources, and other routinely used materials.
  • Monitor inventory levels and proactively replenish supplies as needed.
  • Coordinate office maintenance, repairs, cleaning, and service requests with building management and appropriate vendors.
  • Manage incoming and outgoing mail, shipping, receiving, deliveries, and related office logistics.
  • Maintain conference rooms, common areas, work spaces, supply areas, and storage areas.
  • Coordinate office access, keys, badges, and related workplace needs.
  • Coordinate workspace setup and preparation for new employees and visitors.
  • Support company meetings, training, events, and other employee-experience activities as needed.
  • Maintain relationships with office vendors and service providers and coordinate routine service needs.
  • Identify opportunities to improve office organization, efficiency, and overall functionality.

• Jobsite Trailer Administration & Field Logistics
  • Support Valiant's jobsite trailers as extensions of the corporate office, helping ensure field teams have the tools, technology, equipment, supplies, and administrative resources needed to operate effectively.
  • Coordinate office and operational setup needs for new project mobilizations and jobsite trailers.
  • Work with Operations and project teams to identify tools, equipment, technology, and workplace resources required for project startup.
  • Coordinate the preparation, shipment, delivery, and receipt of company equipment and resources to jobsites throughout the United States.
  • Coordinate the movement and transfer of company assets between projects based on operational needs.
  • Maintain visibility into what company-owned tools, technology, and equipment are located at each active jobsite and who is responsible for them.
  • Support project closeout by coordinating the return, transfer, reassignment, storage, or disposition of company-owned assets.
  • Coordinate shipping and receiving needs between the corporate office and field locations.
  • Serve as an administrative resource for project teams regarding office, equipment, supply, and logistical needs.
  • Travel to Valiant jobsites at least annually, and more frequently as business needs require, to support field logistics, verify assets, and assist with physical inventory.

• Asset & Equipment Administration
  • Own and maintain Valiant's centralized inventory of company-owned tools, technology, equipment, and other operational assets.
  • Track asset assignments, locations, transfers, condition, and returns throughout the asset lifecycle.
  • Maintain accurate records identifying what assets are assigned to each project, their physical location and the individual or team responsible for them.
  • Maintain appropriate asset information, including serial numbers, identifying information, assigned project, location, condition, and purchase information.
  • Conduct periodic inventory reconciliations with project teams.
  • Coordinate approved purchasing of tools, equipment, technology, and other workplace resources.
  • Identify missing, damaged, aging,…