Office & Operations Administrator - STAK Energy

Office & Operations Administrator - STAK Energy STAK Energy is seeking a highly organized and versatile Office & Operations Administrator to serve as the heartbeat of our Anchorage headquarters. This is a multifaceted role that combines high-level office management with critical HR and business operations support.

Company:

STAK Energy Location:

Anchorage, Alaska (Onsite) Type:

Full-Time

Key Responsibilities

Office Management & Facilities

Facility Oversight:

Serve as the primary point of contact for property management, maintenance vendors to ensure the Anchorage office is professional, safe, and fully operational.

Front of House:

Manage reception duties including answering phones, greeting clients, and handling mail/courier services when needed.

Inventory & Procurement:

Manage the office budget for supplies; source and purchase groceries, stationery, and office equipment.

Vendor Management:

Negotiate and manage contracts with local service providers (IT support, catering, utilities, security).

HR & People Operations

Onboarding & Offboarding:

Lead the orientation process for new hires—setting up workstations, issuing IT equipment/badges, and ensuring all employment paperwork is completed.

Employee Records:

Maintain confidential personnel files, track PTO/leave requests, and ensure employee data is up-to-date in our systems.

Training Coordination:

Schedule and track mandatory training and professional development for staff.

Events:

Plan and organize company events, team lunches, etc.

Business Operations & Finance

Financial Support:

Assist with Accounts Payable (AP) and Accounts Receivable (AR) by coding invoices, reconciling credit card statements, and preparing expense reports for the finance team.

Process Improvement:

Identify bottlenecks in office workflows and develop Standard Operating Procedures to improve efficiency.

Meeting & Travel Support:

Coordinate complex executive calendars, organize meetings, and book business travel arrangements for management.

Compliance:

Assist with business licensing renewals and maintain digital filing systems for contracts and insurance documents.

Qualifications & Requirements

Education & Experience

Experience:

4+ years of experience in Office Management, Executive Administration, or an HR Assistant role.

Industry:

Experience in a professional services environment; exposure to the Energy, Engineering, or Construction industries is a plus but not required.

Education:

Bachelor’s degree in Business Administration, HR, or related field preferred.

Skills & Competencies

HR Knowledge:

Basic understanding of HR best practices and confidentiality requirements.

Tech Savvy:

Proficiency in Microsoft Office 365 (Outlook, Excel, Teams) and experience with HR tools (e.g., Rippling) and (preferred but not required) accounting software (e.g., QuickBooks).

Communication:

Exceptional written and verbal communication skills; ability to communicate with vendors; align with executives and other employees; coordinate with external partners.

Organization:

Superior time-management skills with the ability to juggle multiple priorities without dropping the ball.

Personal Attributes

Trustworthy:

Proven ability to handle sensitive HR and financial data with strict confidentiality.

Self-Starter:

Takes initiative to improve the office environment without needing constant direction.

Professional:

Maintains a polished and welcoming demeanor as the "face" of the Anchorage office.

Continuous Learner:

Curious, competent, driven to learn new skills and enhance/modernize existing ones.

Seniority Level:

Mid-Senior level

Employment Type:

Full-time

Job Function:

Administrative

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