Office Administrator

Summary of Responsibilities

• Coordinate and manage relationships with facility service providers and vendors
• Oversee office operations including supply ordering, furniture purchases, and maintenance of common areas (kitchen, lunchroom, shared spaces)
• Manage office space planning, including workstation setup for new hires and maintaining seating and organizational charts
• Coordinate company-wide communications such as surveys, announcements, and calendar updates
• Handle shipping and receiving, including U.S. mail and package tracking, and maintain accurate receiving records
• Prepare and submit monthly expense reports and track office-related expenses
• Travel Coordination & Administration
• Manage all aspects of employee travel, including booking flights, hotels, and transportation
• Administer Concur, including profile setup, system maintenance, and user support
• Educate employees on travel policies and processes
• Maintain travel documentation and accurate records of travel-related expenses
• Coordinate hotel prepayments and communicate with vendors, travel agencies, and internal stakeholders
• Manage relationships and contracts with rental agencies and travel partners

Employee & HR Support

• Assist HR with tracking employee incentives and engagement initiatives
• Support onboarding logistics, including workspace setup and office orientation
• Issue badge access for employees and visitors

Office Experience & Culture

• Greet visitors and manage the office check-in process to ensure a professional and welcoming environment
• Coordinate office events, including monthly birthday celebrations and team activities
• Order and coordinate meals, snacks, and catering for meetings and events

Skills/Qualifications required:

• High School Diploma required, College Degree preferred
• Prior experience managing or running an office environment or equivalent experience managing a household with complex logistics and coordination
• Background coordinating travel, events, and day-to-day office activities

• Experience working with vendors, service providers, and internal teams preferred
• Hospitality, retail, or customer-facing roles with strong organizational and service skills preferred
• Event Coordination:
• Proven ability to plan and execute events, meetings, or group activities
• Organization & Attention to Detail:
• Highly organized with strong attention to detail and ability to manage multiple priorities
• Communication Skills:
• Strong verbal and written communication skills with the ability to interact effectively across all levels
• Interpersonal Skills:
• Personable, approachable, and able to build positive relationships with employees and vendors
• Process-Oriented Mindset:
• Ability to create, follow, and improve processes to drive efficiency and consistency