Office Administrative Assistant

We are looking for a detail-oriented, dependable Administrative Assistant to keep our office running smoothly. You will be the go-to person for day-to-day office operations, supporting employees, visitors, and vendors, and working closely with HR, IT, and Finance. You will also play a key role in supporting a potential office relocation. This role is ideal for someone who takes pride in getting the details right and follows through on every task.

• Organize and maintain day-to-day office operations and procedures
• Coordinate office activities to ensure efficiency and compliance with company policies
• Coordinate with the IT department on all office equipment
• Provide general support to visitors and respond to employees’ office-related requests (e.g., stationery, hardware, travel arrangements)
• Track office supply inventory and place orders as needed
• Liaise with facility vendors, including cleaning, catering, and security services
• Manage contracts and price negotiations with office vendors, service providers, and the office lease

• Support the planning and execution of a potential office move, including vendor coordination, timeline tracking, and logistics
• Assist with office renovation and build-out projects, working with contractors, landlords, and internal stakeholders
• Coordinate with IT and other teams on furniture, equipment, and workspace setup during the transition

• Manage the office G&A budget and ensure accurate, timely reporting
• Ensure all invoices are processed and paid on time

• Partner with HR to update and maintain office policies
• Assist with new-hire onboarding (orientation, E-Verify, equipment and workspace setup, etc.)
• Enter and update employee information in HR systems, ensuring data accuracy and confidentiality
• Provide day-to-day HR coordination, including scheduling interviews, preparing onboarding/offboarding materials, and organizing employee events and meetings
• Support HR with document filing, record maintenance, and responding to routine employee inquiries

• Create and maintain accurate records and databases (personnel, financial, and other data)
• Submit timely reports and prepare presentations/proposals as assigned

• 1+ years of office administration experience; prior experience as an Office Manager, Front Office Manager, or Administrative Assistant
• Proficiency in MS Office; experience with HRIS is a plus
• Familiarity with office management procedures and basic accounting principles
• Strong communication and interpersonal skills
• Excellent organizational skills, with the ability to prioritize and manage multiple tasks
• Careful, reliable, and highly attentive to detail, with a strong sense of ownership and follow-through
• Able to handle confidential personnel and company information with discretion
• Down-to-earth, collaborative, and service-minded, comfortable working with people at all levels

• Experience supporting an office move, renovation, or build-out project
• Prior exposure to HR administration or onboarding processes