Office Administrator

We are seeking a dynamic and highly organized Office Administrator to join our team and ensure the smooth operation of our office. This vital role involves managing daily administrative tasks and supporting various departments to enhance overall efficiency. The ideal candidate will bring a proactive attitude, exceptional communication skills, and a passion for creating an organized, welcoming workplace. This position offers an exciting opportunity to develop your skills in office management while contributing to a vibrant team dedicated to excellence.

Responsibilities

• Reception & Front Desk Oversight: Serve as a professional point of contact for incoming communications. Promptly answer and route incoming calls. Monitor both front and rear entrances to maintain security and ensure efficient handling of deliveries.
• Workplace Organization: Maintain a clean, organized, and sanitized work environment at both locations to promote efficiency and professionalism.
• General Administrative Support: Provide reliable administrative assistance to the Executive Team and staff, including managing mail, running errands, printing and copy services and supporting general office tasks.
• Office Supply Management: Track and maintain inventory of office and safety supplies; reorder as necessary to avoid shortages.
• Janitorial Supply Oversight: Ensure janitorial and restroom supplies are fully stocked and reorder as needed to support cleanliness standards. Coordinate with cleaning / janitorial crew to ensure the overall cleanliness of office
• Kitchen & Food Supply Management: Monitor and replenish food and beverage supplies for staff on a regular basis.
• Scheduling and Global Calendar Management: Manage the global office calendar, schedule meetings, and coordinate appointments
• Coordination of Travel Arrangements: Arrange travel accommodation for staff or contractors, including transportation, lodging, and site-specific needs.
• Event Coordination: Plan and execute a variety of company events, including (but not limited to) office and shop tours, the annual summer party, team outings, lunch and learns, and office-wide lunches.

Additional Responsibilities

• Conduct regular check-ins and walkthroughs to ensure office functionality.
• Support basic facility needs such as stocking food, and replenishing supplies.

Essential Skills:

Multi-Location Oversight: Effectively manages day-to-day operations and priorities across two office locations.

Microsoft Office Proficiency: Uses Word, Excel, Outlook, and PowerPoint to support administrative and communication needs.

Written Communication: Capable of drafting clear, professional emails, memos, and event communications. Verbal Communication: Articulate and confident when answering phones, greeting guests, or relaying information.

Basic Bookkeeping or Budget Tracking: Familiar with tracking office expenses, managing invoices, and ordering supplies within budget.

Event Coordination: Experienced in planning logistics, managing invites, and executing internal events.

Multitasking: Capable of balancing multiple tasks at once without compromising accuracy or quality.

Problem Solving: Comfortable troubleshooting unexpected issues (e.g., deliveries, scheduling conflicts).

Tech Proficiency: Familiar with office equipment, and cloud-based tools

Required Education & Experience :

• High school diploma or equivalent
• 1 year of experience in customer service, office administration or operations, preferably in a multi-faceted or fast-paced environment

Job Type: Full-time, Part-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance
• Work Location: In person