About This Role
An Office Administrator keeps the office running smoothly and efficiently, managing front office operations, supporting staff and leadership with administrative needs, overseeing supplies and vendors, and creating a professional, welcoming environment for employees, clients, and visitors. This role suits a highly organized, dependable, and proactive individual who takes ownership of the workplace and anticipates needs.
Responsibilities
- Maintain office supplies, paper, postage, shipping materials, kitchen supplies, beverages, and other inventory, keeping stock levels adequate and costs controlled
- Manage incoming and outgoing mail and packages, including FedEx, UPS, USPS, and courier services
- Order, track, and maintain office equipment, furniture, and supplies for staff, including equipment for new hires
- Keep meeting rooms, common areas, kitchen areas, and workspaces organized, clean, and professional
- Prepare the office for clients, visitors, and meetings
- Develop and maintain office procedures, checklists, and filing systems to keep operations consistent
- Identify office needs proactively rather than waiting for someone to request them
- Schedule meetings, appointments, and conference rooms, and coordinate shared calendars as needed
- Prepare meeting materials and ensure rooms, technology, refreshments, and documents are ready in advance
- Draft, format, and proofread correspondence, documents, and presentations
- Scan, copy, organize, distribute, and securely maintain physical and electronic records
- Route required paperwork and documentation to HR, Finance, or other departments
- Assist with expense reports, purchase requests, and invoice tracking
- Coordinate check deposits and other routine administrative banking activities in accordance with company procedures and controls
- Book business travel for staff when needed, including flights, hotels, and transportation
- Handle confidential company and employee information with discretion
- Greet and assist visitors, clients, vendors, and delivery personnel in a professional and friendly manner
- Answer and direct phone calls, manage the general inbox, and respond to routine inquiries
- Maintain visitor logs, access procedures, and front-desk readiness
- Ensure the reception area reflects a polished, welcoming first impression
- Coordinate office vendors, maintenance, repairs, cleaning, deliveries, and service providers
- Serve as the main contact with building management for facilities issues, access, and security
- Obtain quotes, place orders, and track vendor performance and service agreements
- Coordinate basic IT support needs with internal or outside providers, such as equipment setup, phones, printers, and network issues