Position Summary
The Office Administrator is a highly organized and people-oriented team member who supports both the daily operations of the office and the administrative needs that contribute to a positive employee experience. This role is ideal for someone who enjoys helping others, has strong attention to detail, and brings a dependable, solutions-oriented approach to their work.
As a key support resource for both office coordination and employee related initiatives, and office coordination, this role is central to maintaining a positive, organized, and communicative workplace. The Office Administrator works closely with our Organizational Development Specialist on recruiting coordination, employee communications, internal events, survey administration, and training logistics—all while also helping to ensure the smooth day-to-day functioning of the office.
This role offers opportunity for professional learning and growth over time for the right individual - someone who demonstrates initiative, reliability, sound judgment, and the ability to work independently while confidently prioritizing tasks in a fast-paced environment.
Key Responsibilities
Office Administration & Employee Support
- Assist with internal communications and employee engagement initiatives, including monthly announcements, company event coordination, and employee recognition activities (birthdays, anniversaries, etc.).
- Provide administrative support for recruiting, including managing candidate and job requisition records, onboarding preparation, weekly and monthly reporting, and assisting with interview scheduling.
- Track employee participation in quarterly surveys and help compile summary data for leadership.
- Draft and send calendar invites, internal emails, flyers, and newsletters to support company-wide HR and engagement efforts.
- Register employees for events, monitor attendance, and follow up on participation.
Office & Administrative Support
- Greet visitors, clients, and vendors with professionalism and a warm demeanor, helping to maintain a positive front office experience.
- Serve as a general point of contact for incoming phone calls, emails, and in-person inquiries.
- Help manage conference room bookings and support meeting logistics (materials, setup, etc.).
- Monitor and reorder office supplies and ensure common spaces are organized and well-maintained.
- Support general administrative tasks such as filing, mail handling, and document distribution.
- Coordinate basic office maintenance and vendor service calls as needed.
- Maintain basic visitor security protocols, including guest logs and badge access procedures.
Qualifications
- 1–3 years of experience in office administration, or similar administrative roles.
- Proactive mindset and the ability to manage multiple tasks in a fast-paced environment.
- Excellent organizational skills, attention to detail, and follow through.
- Strong communication skills—both written and verbal—with a friendly, team-oriented approach.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Experience with applicant tracking systems or HRIS tools is a plus.
- Ability to handle confidential information with discretion and professionalism.
Work Environment
- On-site presence required during standard business hours (8:00-5:00)
- Regular interaction with employees, leadership, and external visitors.
- Occasionally required to lift or move office supplies (up to 25 lbs).
- May occasionally support after-hours events or training sessions.