Office Administrator

The Office Administrator is responsible for the overall daily operations, organization, and professional presentation of the Somerville, NJ office and showroom environment. This role serves as the central point of coordination for office logistics, facilities management, shipping and inventory support, visitor experience, meeting coordination, and employee engagement initiatives.

Reporting directly to the HR Director, this position also provides administrative and cultural support to enhance the overall employee experience. This is a highly hands-on, visible role requiring exceptional organization, creativity, ownership, and the ability to manage multiple operational and cultural priorities simultaneously.

• Manage daily front desk operations including visitors, calls, deliveries, and courier services
• Serve as primary liaison with property management for all office maintenance and service needs
• Maintain overall office organization, cleanliness, and professional appearance
• Oversee kitchen areas, common spaces, shipping area, and stockroom organization
• Maintain inventory of office, kitchen, and shipping supplies and proactively reorder as needed
• Maintain and service shared office equipment (coffee machines, microwaves, printers, etc.)
• Manage incoming and outgoing mail, packages, and courier shipments
• Ensure the office environment is consistently organized, stocked, and presentable

• Maintain, organize, and visually merchandise the showroom and design room
• Manage showroom calendar and coordinate all meetings held in the space
• Coordinate catering, room setup, and breakdown for meetings
• Prepare showroom and meeting spaces for client visits and internal meetings
• Maintain design room model log and showroom sample organization

• Oversee shipping area supply levels (Fed Ex, DHL, packaging materials, bubble wrap, mailers)
• Maintain organized storage of shipping materials and used packaging
• Support teams with pulling and shipping samples and components as needed
• Ensure proper routing and preparation of shipments
• Maintain stockroom organization and sample bin management

• Plan and coordinate monthly employee engagement activities and in-office events
• Organize company outings and team-building activities
• Manage office holiday celebrations, seasonal décor, and themed monthly treats
• Assist in planning and executing the annual holiday party and special company events
• Coordinate birthday recognitions and employee milestone celebrations
• Partner with the HR Director to create a positive, welcoming, and engaging workplace culture
• Gather informal employee feedback to support morale and engagement initiatives

• Receive, open, sort, date stamp, and distribute daily mail
• Log and distribute incoming packages appropriately
• Assist with courier scheduling and NYC messenger services when needed
• Support internal teams with operational and logistical needs as they arise

• 3+ years of experience in office management, office operations, or administrative leadership
• Positive, energetic, and service-oriented attitude
• Strong organizational and multitasking skills in a fast-paced environment
• Experience managing facilities, vendors, inventory, and office logistics
• Visual merchandising or showroom experience preferred
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong communication skills and ability to work cross-functionally
• Detail-oriented, proactive, and highly dependable
• Ability to work independently with minimal direction

The Office Coordinator is essential to maintaining the operational flow, organization, and professional presentation of the Somerville office. This role ensures that employees, clients, and visitors experience a well-run, welcoming, and highly organized workplace that reflects the standards and culture of HCT.