Office Administrator

Office Administrator

Reporting to the Senior Director for North America Human Resources, the Office Administrator will support the dynamic work environment in Richardson, Texas, which is home to the Olam Agri Americas US headquarters. The Office Administrator will work daily to present a professional and organized work environment to the employees and business visitors. This position will be the first point of contact for internal and external management of events.

The ideal candidate for this position will be high energy with an engaging and approachable demeanor. This individual should have the ability to operate with a high level of autonomy to work effectively in a high-demand environment with many competing demands and priorities. An individual who is outgoing, hard-working, and detail oriented will do well in this position.

Position Responsibilities

• Administrative & Clerical Support
• Answer calls and direct inquiries to the appropriate staff member. Maintain the company directories.
• Coordinate with office management to prepare for upcoming meetings and events. Ensure appropriate spacings, support and refreshments are available.
• Coordinate all incoming and outgoing mail.
• Handle incoming calls, emails, and general inquiries in a professional manner.
• Manage and maintain office filing systems (physical and digital) for easy retrieval of records.

• Office Operations & Supplies Management
• Assist office teams with supply preparation, including copies and mailing.
• Ensure office maintenance is completed in an appropriate timeline, including ordering, stocking, cleaning, and organizing.
• Maintain inventory of office supplies and equipment; place orders as needed. Keep them in an organized manner.
• Oversee cleanliness, safety, and functionality of office spaces, kitchen, and conference rooms.
• Order needed supplies and manage total office expenditure of those items.
• Oversee office cleanliness, safety, and functionality in collaboration with vendors.
• Coordinate equipment maintenance, service requests, and repairs.
• Ensure compliance with health, safety, and security procedures as required by building and Company.

• Financial & Recordkeeping Support
• Assist with budget tracking and petty cash handling.
• Maintain accurate records for audits, compliance, and reporting purposes.
• Support senior management with Concur expense reporting.

• Staff & Department Support
• Support onboarding of new employees, including workspace setup and orientation materials. Ensure newly onboarded employees complete all necessary forms.
• Be an engagement champion in the office and support Human Resources initiatives on employee engagement.
• Greet all office guests and direct them to the appropriate staff member(s) and/or meeting rooms.
• Make meal arrangements for meetings including placing and receiving orders and events setup.
• Create and edit event invitations, office announcements, and flyers.
• Assist teams in planning, organizing, and coordinating office and HR-related events.
• In coordination with Human Resources and Olam leadership, provide support on employee engagement initiatives and events.
• Maintain the Richardson relocation guide and travel materials.

• Communication & Coordination
• Distribute internal communications and maintain information boards as requested by HR.
• Maintain the USA Org Charts, US Operations mapping, and office seating chart. Partner with HR leadership for relationship reporting changes and timing.
• Coordinate and liaise with all office-related suppliers, contractors, and service providers. Address any maintenance issues and scheduling of services.
• Coordinate office maintenance and repairs and any other service request with building management.
• Assist with travel and credit card arrangements.
• Serve as a primary point of contact to assist with visa letters and other travel-related documentation.
• Support office communication including onboarding and promotional announcements.

Knowledge, Skills, and Abilities

• Strong communication skills, both verbal and written.
• Strong customer service orientation with advanced people skills.
• Strong understanding of computer systems and applications including Microsoft Office Suite is required. Previous experience with SAP is a plus.
• Proven ability to handle multiple competing demands while ensuring deadlines are met. Excellent organization skills highly desired.
• Demonstrated initiative and ability to multitask, organize, and prioritize work.

Requirements

• High school diploma is required. Some college is preferred.
• Two (2) years of office administration or…