Office Administrator
About the role
Patrick Ta Beauty is seeking an Office Administrator to lead operations for its Los Angeles office. This role supports executive leadership, founders, and corporate services teams. It requires being onsite a minimum of four days a week.
Roles & Responsibilities
Serve as a core member of the local office leadership team, ensuring operational excellence and a high-performance office culture.
Perform day-to-day operational tasks to maintain clean, functional, and well-organized facilities in our corporate HQ (Los Angeles office).
Support onsite executive meetings, Board meetings, and VIP visits, including space readiness, catering, access, and logistics.
Own building access: Issue, manage, and audit employee and visitor access credentials. Serve as the point of contact for access-related questions and troubleshoot issues as they arise.
Stock and maintain the kitchen: Keep kitchens stocked with snacks, beverages, and supplies. Monitor inventory, place orders, and ensure spaces stay clean and welcoming throughout the day.
Create a great first impression: Maintain a polished, organized lobby and common areas. Greet visitors and ensure they feel welcomed and taken care of from arrival to departure.
Support office initiatives: Assist with office events, team lunches, vendor coordination, photo shoots or content shoot days at the office, and other operational projects as needed.
Identify and solve problems: Notice what's not working and fix it, or flag it to the right person. Bring a proactive mindset to everything from facilities maintenance to supply management.
Prepare and manage the annual office budget in collaboration with People & Culture and Finance. Manage office-related invoices, expenses, and vendor costs in alignment with PTB finance policies. Monitor spending and ensure financial discipline at the office level.
Manage swag: Source, organize, inventory, and fulfill swag orders for employees, customers, and events. Coordinate with vendors and ensure quality and on-time delivery.
Partner on recruitment, onboarding processes for staff, specifically with scheduling.
Partner with Head of People & Culture in cultural programming, duties may include providing insights/options, gathering information, and execution of events.
Serve as the primary onsite partner to IT for office technology, AV, and equipment coordination. Maintain inventory of office assets including badges and equipment, plus support onboarding/offboarding logistics in partnership with IT and P&C.
Facilities, Security & Vendor Oversight: Own the day-to-day relationship with building management and external vendors. Lead tenant improvements, construction projects, and support space planning initiatives. Ensure compliance with lease terms, safety regulations, and security protocols.
Policy, Compliance & Risk Support: Partner with Finance, Operations and People & Culture teams on insurance matters and compliance initiatives. Support the enforcement of office-wide policies aligned with PTB company standards and local regulations.
Professional Qualifications Required
2-5 years of experience in office administration or professional services operations.
Proven leadership experience managing multi-functional teams.
Strong financial acumen, including budgeting and expense oversight.
Experience supporting executive stakeholders (ie. Calendar management).
Facilities or office management experience in a professional services environment.
Exceptional judgment, discretion, and interpersonal skills.
Ability to thrive in a fast-paced, high-accountability setting.
Proactive team player and collaborator.
Strong multi-tasker and ability to handle high-volume of work under tight deadlines.
Organized with exceptional time-management skills.