Office & Administration Associate

Position Overview

The Office & Administration Associate plays a key role in supporting day-to-day office operations, vendor management, workplace services, event coordination, and administrative activities that enable an efficient, organized, and welcoming work environment. This position serves as a central point of coordination for office facilities, front desk operations, workplace experience, and administrative support while partnering with internal stakeholders, building management, vendors, and visitors.

Key Responsibilities

• Vendor Management
• Establish and maintain effective working relationships with external vendors and service providers.
• Cook up vendor administration activities, including purchase requisitions, purchase orders, invoice processing, and payment tracking in accordance with company policies and procedures.
• Monitor vendor performance and support the resolution of service-related issues as needed.
• Ensure accurate recordkeeping and timely completion of vendor-related documentation.
• Events & Workplace Experience
• Support the planning, coordination, and execution of office and company events.
• Collaborate with internal stakeholders, building management, and external vendors to ensure successful event delivery.
• Aid in logistics, communications, catering arrangements, room setup, and event materials.
• Contribute ideas and recommendations to enhance employee engagement and workplace experience initiatives.
• Office Management
• Manage office supplies, stationery, and workplace inventory, ensuring adequate stock levels at all times.
• Coordinate maintenance, servicing, and functionality of office equipment, including coffee machines, copiers, printers, and other shared resources.
• Oversee kitchen and breakroom supplies for all office areas, including snacks, beverages, and coffee machine consumables.
• Ensure workplace facilities remain clean, organized, and fully operational through coordination with building management and cleaning services.
• Maintain office access administration, including:
• Creating, updating, and disabling employee and visitor access badges and fobs.
• Maintaining accurate access records and inventories.
• Supporting visitor access requests and temporary badge assignments.
• Generating and distributing monthly office access reports to leadership teams and relevant stakeholders.
• Front Desk & Visitor Management
• Serve as the first point of contact for visitors, guests, and incoming communications.
• Answer, screen, and direct incoming telephone calls professionally and efficiently.
• Welcome visitors and ensure appropriate visitor registration and documentation processes are followed.
• Cook up visitor access and support a positive guest experience.
• Manage incoming and outgoing correspondence, packages, and mail distribution.
• Cook up shipping and courier services while ensuring timely delivery and communication with employees.
• Administrative Operations & Reporting
• Cook up the ordering and distribution of business cards and other office materials.
• Prepare, maintain, and distribute administrative reports and records, including:
• Visitor logs
• Office access reports
• Badge and fob inventories
• Vendor and facilities-related records
• Support documentation management, filing, and process administration activities.
• Assist with special projects and administrative initiatives as assigned.
• Facilities, Compliance & Workplace Support
• Partner with building management and service providers to address workplace maintenance and facility-related issues.
• Support compliance with workplace policies, procedures, and safety requirements.
• Identify opportunities for process improvements that enhance office efficiency and employee experience.
• Contribute to maintaining a professional, safe, and welcoming work environment for employees and visitors.

Qualifications & Experience

• 2–3 years of office administration, executive administration, office coordination, or related experience within a mid-sized or large organization.
• Strong proficiency in Microsoft Office applications, including Excel, PowerPoint, Word, and Outlook.
• Excellent organizational, planning, and time management skills with strong attention to detail.
• Strong communication and interpersonal skills with the ability to interact effectively with employees, visitors, vendors, and leadership.
• Ability to work independently while collaborating effectively within cross-functional teams.
• Demonstrated flexibility, adaptability, and problem-solving capabilities.
• High level of integrity, professionalism, and accountability.
• Fluent English language skills.

Preferred

• Experience working in culturally diverse and international environments.
• Experience supporting workplace services, facilities management, or office operations.
• Working knowledge of HR and enterprise systems such as SAP or SuccessFactors.
• Bachelor's degree, diploma, or equivalent qualification in Business Administration or a related field.

What You'll Gain

• Broad exposure across workplace operations, vendor management, facilities coordination, events, and administrative services.
• Opportunities to contribute to initiatives that enhance employee experience and workplace effectiveness.
• Collaboration with diverse stakeholders across business functions and external partners.
• A strong foundation for long-term growth within Office Administration, Workplace Experience, Facilities Management, or Corporate Services.

What to Expect

• Annual Performance-based Bonus
• Employee Stock Purchase Plan
• Personal Development Programs
• Medical, Dental & Vision Plan for employees & family members
• Life Insurance
• Matching 401(K)
• Paid Time Off (PTO)
• Paid Family Leave (20 weeks)
• Short-Term & Long-Term Disability
• Education/Tuition Assistance
• Volunteering Activities
• Employee Assistance Program (counseling services for employees & family members)