Office Administrator

Duties and Responsibilities

• Perform daily office opening and closing procedures.
• Answer and direct incoming phone calls and distribute voicemail inquiries.
• Greet and assist visitors, clients, vendors, and employees.
• Maintain filing systems and company records as needed.
• Cook conference room scheduling and manage meeting room calendars.
• Prepare conference rooms for meetings, trainings, interviews, and client visits, including refreshments and materials as needed.
• Aid with expense entry, reporting, and administrative projects as assigned.
• Provide administrative support to departments and leadership as needed.

Office Operations & Facilities Support

• Maintain a clean, organized, and professional office environment.
• Order and replenish office supplies, kitchen supplies, and administrative materials.
• Maintain kitchen, conference room, and common areas to ensure they remain stocked, organized, and presentable.
• Monitor office equipment and coordinate service requests as needed.
• Cook service visits for janitorial, landscaping, pest control, and other facility-related vendors.
• Support workplace safety initiatives and emergency preparedness efforts.
• Aid with office moves, workspace setups, and furniture arrangements as needed.

Mail, Shipping & Receiving

• Receive, sort, distribute, and process incoming and outgoing mail and packages.
• Process outgoing shipments and coordinate shipping requests.
• Cook shipping activities and reconcile shipping accounts.
• Track and manage shipments of company equipment, tools, PPE, and supplies.
• Ensure timely distribution of packages and company assets to employees and field personnel.

Asset & Inventory Management

• Maintain inventories of office supplies, company-branded materials, employee apparel, PPE, tools, and equipment.
• Maintain records of company-issued equipment, including laptops, phones, and office equipment.
• Aid with employee equipment distribution and collection during onboarding and offboarding activities.
• Support periodic inventory counts and asset audits.

Additional Responsibilities

• Aid with planning and coordinating employee events, team-building activities, and office celebrations.
• Support initiatives that promote a positive employee experience and workplace culture.
• Provide operational coverage for administrative team members during peak periods or absences, as needed.
• Aid with special projects and cross-functional initiatives as assigned.
• Perform other duties as assigned to support business needs.