Office Administrator

Job Summary:

We are looking for a proactive and organized Office Administrator to oversee day-to-day office administration and operational activities for our IT Staffing organization The candidate should possess strong communication, organizational, problem-solving, and decision-making skills, along with the ability to manage multiple responsibilities in a fast-paced IT staffing environment.

Key Responsibilities:

1. Office Administration & Operations

• Manage day-to-day office operations and ensure the smooth functioning of administrative activities.
• Maintain office supplies, equipment, facilities, and other administrative resources.
• Coordinate office maintenance, vendor management, procurement, and service requirements.
• Maintain administrative records, company documents, and internal trackers.
• Establish and improve administrative processes, policies, and standard operating procedures.

2. HR Administration & Documentation

• Maintain employee and consultant records, personnel files, agreements, and other confidential documentation.
• Coordinate with HR, payroll, finance, immigration, and compliance teams for employment-related requirements.
• Track work authorization and immigration-related documentation and renewal deadlines, coordinating with qualified internal teams or external advisors as appropriate.
• Assist with leave records, attendance tracking, employee engagement activities, and internal policy communication.
• Ensure documentation is handled securely and in accordance with applicable company policies and legal requirements.

3. Vendor Management & Financial Coordination

• Coordinate with external vendors, service providers, and business partners for office and operational requirements.
• Track administrative expenses, purchase requests, invoices, and payment follow-ups.
• Coordinate with finance on expense documentation, billing-related administrative requirements, and outstanding operational items.
• Support budget tracking and identify opportunities to improve operational efficiency and control administrative costs.

4. Reporting & Management Support

• Prepare and maintain reports on consultant headcount, onboarding and offboarding, assignment status, documentation, and administrative activities.
• Maintain operational trackers and provide periodic updates to management.
• Identify recurring operational challenges and recommend practical solutions.
• Support management in implementing operational policies, process improvements, and business initiatives.
• Exercise sound judgment in resolving routine operational issues and escalate matters requiring management approval.

Required Qualifications & Skills:

• Bachelor’s degree in Business Administration, a related discipline; an MBA is preferred.
• 4–8 years of experience in office administration, business operations, or administration management.
• Experience in an IT staffing, recruitment, consulting, or professional services organization is strongly preferred.
• Excellent verbal and written communication skills.
• Strong interpersonal, coordination, organizational, and time-management skills.
• Ability to handle employee, consultant, client, and vendor communications professionally.
• Strong problem-solving skills, accountability, and decision-making capabilities.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience maintaining operational trackers, documentation, and management reports.
• Ability to manage multiple priorities while maintaining confidentiality and accuracy.