Office Administrator

About the role

We are seeking a highly organized and customer-focused Office Administrator to serve as the face of our Sunnyvale office. This individual will create a welcoming experience for visitors, maintain day-to-day office operations, and provide administrative support to ensure a productive and efficient workplace. The ideal candidate is a proactive problem solver with strong organizational skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Front Office & Visitor Management
  • Serve as the primary point of contact for visitors, guests, vendors, and employees.
  • Greet and direct visitors in a professional and courteous manner.
  • Manage visitor registration, security procedures, building access, and badge issuance.
  • Answer and route incoming phone calls and inquiries appropriately.
• Mailing & Shipping
  • Receive, sort, and distribute incoming mail and packages.
  • Coordinate incoming and outgoing shipments using Amazon, FedEx, UPS, USPS, and other carriers.
• Administrative Support
  • Assist management with travel arrangements, itineraries, and expense reporting.
  • Support scheduling, meetings, company events, and workplace activities.
  • Prepare documents, reports, and presentations as needed.
  • Maintain organized files, records, and documentation while ensuring confidentiality.
• Additional Support
  • Partner with cross-functional teams to support operational priorities and workplace initiatives.
  • Perform additional duties and projects as assigned to meet business needs.

Success in this role

Success will be measured by:

• Maintaining a professional, organized, and welcoming office environment.
• Delivering outstanding customer service to employees, visitors, and vendors.
• Managing multiple priorities efficiently and accurately.
• Maintaining confidential information with discretion and professionalism.
• Monitoring office expenses and contributing to cost-conscious workplace operations.

Requirements

• 2+ years of experience in an office administration, office coordinator, receptionist, workplace coordinator, or similar role.
• Strong organizational, problem-solving, and multitasking abilities.
• Excellent verbal and written communication skills.
• Demonstrated customer service and interpersonal skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to work independently and manage competing priorities.
• High level of professionalism, reliability, and attention to detail.