Office Administrator​/Facilities Coordinator

The range is provided by ICON National. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$60,000.00/yr - $70,000.00/yr

The Office Administrator manages the day-to-day office operations, providing administrative support, and ensuring smooth and efficient office functioning and assists with company event planning. Building Facilities Coordinator manages the day-to-day operations of the building, responsible for the overall functionality, maintenance, and safety of the building and its grounds. This role requires a proactive, highly organized individual who can efficiently manage multiple responsibilities while maintaining a welcoming and professional office environment.

• Oversee daily office operations, including the management of office supplies, equipment, etc.
• Manage the procurement of office and kitchen supplies. Meet with vendors to secure the best pricing.
• Maintain cleanliness and organization of all common areas such as kitchens, restrooms, conference rooms, bullpen, and the lobbies.
• Ensure kitchen is stocked and organized.
• Ensure meeting rooms are prepared and cleaned before and after use. Ensure rooms are stocked with refreshments and materials for meetings.
• Coordinate internal and external meetings, including booking meeting rooms, catering, and necessary technology or supplies.
• Greet guests and visitors, providing a warm and professional welcome.
• Handle incoming and outgoing mail, including sorting, distributing, and shipping as needed.
• Coordinate with vendors and service providers for office maintenance and repairs as needed.
• Oversee and coordinate the resolution of facility issues and the implementation of any necessary improvements.
• Provide general administrative support to staff and leadership as needed.
• Prepare reports, presentations, and documentation as required.
• Assist in the planning and execution of company events, parties, and team-building activities.
• Perform other duties as assigned to support the overall operations of the business.
• Operations and maintenance:
  Ensure the building and grounds are clean, safe, and properly maintained, which includes everything from cleaning and repairs to managing HVAC.
• Safety and compliance:
  Implement and enforce health, safety, and environmental standards to ensure the building is compliant with all relevant regulations.
• Budget and vendor management:
  Create and manage budgets for facility needs and handle all aspects of working with third-party vendors for maintenance, repairs, and other services.
• Project management:
  Coordinate and oversee projects like renovations, refurbishments, and new installations.
• Manage and delegate tasks to maintenance, cleaning, and other facilities vendors.
• Strategic planning:
  Develop long-term plans for facility needs, including space planning, sustainability initiatives, and capital improvements.

• Minimum of 5 years of experience in office administration, facilities management, or a related role.
• Previous experience in event planning or coordination is a plus.
• Strong organizational and time management skills.
• Ability to handle multiple tasks and prioritize effectively.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software. Experience in Smart Sheet, a plus.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently as well as part of a team.
• Flexibility to adapt to changing priorities and business needs.
• Comfortable working in a fast-paced environment.

Not Applicable

Full-time

Administrative, Strategy/Planning, and Other

Construction

• Medical insurance
• Vision insurance
• 401(k)