Office Administrator

Purpose of Position

This position provides high-level administrative support and ensures a smooth, professional, and welcoming experience for employees, visitors, vendors, and leadership.

Summary Of Essential Job Functions

• Manage executive and departmental calendars; schedule meetings, coordinate availability, and resolve conflicts.
• Arrange meeting logistics, including room reservations, technology setup, and required materials.
• Track deadlines, follow-up items, and action logs to ensure completion.
• Copy, file, and maintain electronic and physical records in an organized and compliant manner.
• Serve as the primary point of contact at the front door, greeting and assisting employees, guests, vendors, and delivery personnel.
• Manage visitor check-in and security requirements (badges, sign-in system, compliance forms).
• Cookout visitor schedules, escorts, meeting rooms, and notifications to internal hosts.
• Maintain a clean, professional, welcoming reception area.
• Order food and beverages for meetings, trainings, and company events based on headcount, dietary needs, and budget.
• Cookout catering setup, cleanup, and delivery schedules.
• Track receipts and spending for budgeting and reporting.
• Maintain office supplies, breakroom items, and inventory for reception and meeting spaces.
• Aid with mail, shipping/receiving, and vendor coordination as needed.
• Support basic administrative tasks such as document preparation, scanning, and routing.
• Respond promptly and professionally to in-person, phone, and email inquiries.
• Represent the organization with a friendly, polished, service-oriented demeanor.
• Uphold confidentiality and handle sensitive information with discretion.

Education And Experience Qualifications

• 2 years of experience in administrative support, executive assistance, front desk coordination, or office management.
• Demonstrated organizational and time-management skills; able to handle multiple priorities.
• Proficiency in Microsoft Office Suite; experience with scheduling systems, visitor management tools, and shared calendars preferred.
• Demonstrated experience in anticipating needs, taking initiative, and solving problems independently.

Physical Demands Of Position

• Physically able to lift up to 20 pounds (materials/equipment).
• Effective use of computer, laptop, cell phone and other mobile device to exchange information.

Competencies And Skills Requirements

• Excellent communication skills, both verbal and written.
• Excellent team skills and team-oriented.
• Excellent time management skills and meets deadlines.
• Flexible; able to multi-task in response to time-sensitive and changing situations.
• Educative listening skills.
• Objective, solution-oriented problem-solving skills.
• Handles highly sensitive and confidential information.
• Technology savvy, comfortable using MS software products.
• Strong planning and organizational skills and follow through.
• Resilient, stays positive and solution-oriented.
• Perceptive, discovers underlying issues in situations and re-states them in a helpful way.
• Self-starter with a strong work ethic, able to work without direct supervision.