Office Administrator

Office Administrator Location

Winter Park, FL

The Office Administrator is a key member of AOA’s administrative operations team, responsible for ensuring the smooth day-to‑day function of our office. This position supports the AOA Team, manages administrative logistics, coordinates office operations, and maintains a polished, client‑ready environment each day.

Serving as a central point of contact for both internal teams and external vendors, this role requires strong organization, clear communication, and a proactive mindset. The Office Administrator anticipates needs, resolves issues efficiently, and supports both operational and cultural activities, from executive scheduling and purchasing to office events and vendor coordination.

The ideal candidate thrives in a fast‑paced environment, handles confidential information with discretion, and takes pride in maintaining excellence in every detail.

• Provide administrative assistance to the Team, ensuring information is handled with professionalism and discretion.
• Manage calendars, coordinate meetings, and support time management for the office.
• Assist in Prepare and reconcile expense reports.
• Assist with special projects, business development initiatives, and client preparation as needed.
• Coordinate logistics for client visits, internal meetings, and presentations (including catering, materials, and room setup).
• Attend and assist with company events, community engagements, and industry gatherings (TEA, IAAPA, etc.) as needed.

• Maintain a “client‑ready” office environment daily, ensuring the workspace reflects AOA’s standards of quality, cleanliness, and hospitality.
• Monitor and communicate with vendors and service providers to ensure reliability and quality.
• Serve as the primary contact for building maintenance, and HVAC issues
• Oversee supply inventory, including paper products, snacks, beverages, office materials, and kitchen/bathroom items—organizing recurring orders and vendor communication.
• Share responsibility with the Senior Creative Administrator for mail, deliveries, and shipping; notify team members of arrivals.
• Order and display office awards, maintain décor and seasonal displays and coordinate hurricane prep as needed.

• Oversee ATMOS conference room scheduling and ensure timely acceptance or declination of booking requests.
• Coordinate technology setup for meetings, client visits, and video calls; communicate IT needs to the Tech Team or external support.
• Support out-of-state employees and guests visiting the office, assisting with logistics and workspace preparation.
• Support with tasks such as mail coordination and invoice notarization
• Maintain alignment and daily communication with the Creative Administrator on general office matters.

• Bachelor’s degree preferred.
• 3–5+ years of administrative experience.
• Proven success in supporting executives and managing sensitive, confidential information.

• Exceptional organizational and multitasking abilities with high attention to detail.
• Excellent written and verbal communication skills; professional, polished demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general comfort with technology tools.
• Strong problem‑solving and decision‑making skills; proactive and dependable.
  
  PHYSICAL REQUIREMENTS
  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to speak clearly and professionally with clients and colleagues
  • Lifting packages up to 50lbs. AOA Company Information About Us

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