Office Administrator

The Office Administrator serves as the central hub for all office operations, ensuring a professional, clean, and efficient work environment. This role is responsible for managing front-desk activities, coordinating facility maintenance, overseeing vendor relationships, handling incoming calls, and supporting staff with day-to-day administrative needs. The ideal candidate is highly organized, proactive, personable and capable of thriving in a dynamic, fast-paced environment.

Essential Duties And Responsibilities

• Act as the primary point of contact for building management, maintenance staff, and external vendors (e.g., janitorial, HVAC, pest control, security).
• Coordinate office repairs and facility upgrades, ensuring timely resolution through appropriate channels.
• Conduct regular walkthroughs to identify hazards or improvement opportunities across both floors.
• Maintain all common areas (kitchens, restrooms, meeting rooms), ensuring they are clean, stocked, and functional.
• Manage office supply and breakroom inventory; place restock orders and track related expenses.
• Break down shipping boxes and monitor recycling and trash areas, coordinating with janitorial staff for proper disposal.
• Serve as the first point of contact for staff, guests, and vendors entering the office.
• Professionally answer and route incoming calls on a multi-line phone system; retrieve and forward voicemail messages as needed.
• Greet visitors with friendly, professional demeanor; manage visitor check-in procedures, building access, and parking validation.
• Communicate visitor protocols and submit required forms (COI, loading dock access) for building approval.
• Respond to staff needs across both floors, including supply requests and workstation issues.
• Coordinating timely returns or pickups, inventory, and unclaimed items via Venue Aware
• Receive and review fan mail sent to the arena or specific athletes, or entertainers
• Manage badge replacements and assist with internal access issues.
• Monitor and manage incoming mail and package deliveries, ensuring timely distribution.
• Draft all-staff communications related to building updates, access notices, or general announcements.
• Assist departments with scheduling, event planning, and coordination of meetings in large gathering spaces.
• Perform general clerical tasks such as filing, photocopying, scanning, and data entry.
• Provide exceptional customer service to both internal and external contacts.
• Maintain confidentiality and always uphold a professional presence.
• Support a collaborative, team-oriented office environment.
• Perform other duties as assigned by the manager.
  
  

Required Skills, Experience And Abilities

• 1–3 years of experience in administrative support, office coordination, or facilities management.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills; professional phone and in-person etiquette.
• Proficient in Microsoft Office Suite; ability to learn internal platforms (ticketing systems, visitor management tools, etc.).
• Ability to work independently and proactively solve problems with minimal supervision.
• Detail-oriented, adaptable, and comfortable handling hands-on tasks.
• Demonstrated ability to interact with individuals at all levels of the organization and external contacts.
• Able to handle competing demands and frequent changes in a fast-paced environment.
• Bachelor’s degree preferred but not required.
  
  

Additional Information

This is a part time position. HSE is dedicated to creating and upholding a welcoming environment that celebrates diversity.

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. All requests for medical or religious accommodation to perform the stated job duties will be considered.