Office Administrator

Department: Administration / Human Resources
Reports To: Director of Human Resources
Location: Wilmington, NC
FLSA Status: Non-Exempt

The Office Administrator provides administrative and operational support across the organization while serving as a welcoming and professional first point of contact for employees, visitors, vendors, and callers. This position supports Human Resources, Safety, and general office operations, helping ensure information, records, supplies, and day-to-day administrative needs are handled accurately and efficiently.

The ideal candidate is organized, dependable, comfortable working with technology, and able to manage a variety of responsibilities while maintaining professionalism and confidentiality.

• · Serve as the primary point of contact for visitors to the corporate office, providing a professional and welcoming experience.
• · Answer and route incoming telephone calls that are directed to the front desk through the company’s automated phone system.
• · Receive, sort, and distribute incoming mail, packages, and deliveries.
• · Coordinate outgoing mail and shipments as needed.
• · Maintain common office areas and help ensure the office is organized, professional, and appropriately stocked.
• · Monitor office supply inventory and coordinate ordering and replenishment of supplies.
• · Assist with meeting preparation, conference room coordination, employee events, and other office activities.
• · Maintain administrative files, records, forms, and shared resources.
• · Coordinate with vendors and service providers for routine office needs.
• · Provide general administrative support to company leadership and departments as assigned.

• · Provide administrative support to the Human Resources department throughout the employee lifecycle.
• · Assist with new hire onboarding activities, including preparation of materials, documentation, and coordination of first-day needs.
• · Assist with maintaining accurate employee records and electronic personnel files.
• · Support data entry and record maintenance within the company’s HRIS and other HR systems.
• · Assist with employment documentation, training records, employee communications, and other HR administrative processes.
• · Help coordinate employee meetings, training sessions, recognition activities, and company events.
• · Maintain appropriate confidentiality when handling employee and company information.
• · Provide additional administrative support for recruiting, benefits, training, and other HR initiatives as needed.

• · Provide administrative support to the Health & Safety department.
• · Enter and maintain employee safety training records, certifications, licenses, and related documentation in company systems.
• · Track certification and training expiration dates and assist with identifying upcoming renewal requirements.
• · Assist with maintaining accurate electronic safety and training files.
• · Help gather and organize documentation needed for client, project, prequalification, or compliance requirements.

• · Assist with special projects and company initiatives as assigned.
• · Provide administrative support across departments during periods of increased workload or special projects.
  · Identify opportunities to improve administrative processes, organization, and efficiency.
• · Learn and effectively use company technology platforms and systems.
• · Perform other duties as assigned based on organizational needs.

• · High school diploma or equivalent required; associate degree or additional administrative/business education preferred.
• · 2+ years of administrative, office support, HR support, or similar professional experience preferred.
• · Strong organizational skills and attention to detail.
• ·…