Office Administrator

Job Summary

The Administrative Coordinator is responsible for managing all paperwork, administrative tasks, and office coordination for multiple business entities. This role supports ownership and management by ensuring documents, records, and day-to-day administrative operations across all businesses are accurate, organized, and compliant.

Key Responsibilities

Paperwork & Documentation (Primary Responsibility)

• Manage, organize, and maintain physical and digital files for multiple businesses
• Prepare, scan, file, and archive contracts, invoices, permits, licenses, and legal documents
• Track renewals, expiration dates, and compliance deadlines
• Support audits, inspections, and document requests

Administrative & Office Support

• Assist ownership and managers with administrative tasks
• Draft letters, forms, internal memos, and reports
• Manage calendars, appointments, and reminders
• Handle incoming and outgoing mail, emails, and courier packages

Multi-Business Coordination

• Maintain separate, well-organized records for each business entity
• Coordinate with accountants, attorneys, vendors, and government agencies
• Ensure documentation is correctly assigned to the appropriate business

Data Entry & Reporting

• Enter and maintain data in spreadsheets and company systems
• Maintain trackers for expenses, payroll documents, contracts, and compliance items
• Prepare basic administrative reports as requested

Confidentiality & Compliance

• Handle sensitive and confidential information responsibly
• Follow company policies and compliance requirements
• Maintain accuracy and attention to detail at all times

Qualifications & Skills

• High school diploma or equivalent (Associate or Bachelor’s degree preferred)
• 2 years of administrative or office management experience preferred
• Experience supporting multiple businesses or departments is a plus
• Strong organizational and time-management skills
• Excellent attention to detail and accuracy
• Proficiency in Microsoft Word, Excel, Google Workspace, and office tools
• Ability to prioritize tasks and meet deadlines independently
• Professional communication and interpersonal skills

Work Environment

• Office-based role supporting multiple businesses
• Fast-paced environment with multiple priorities
• Occasional lifting of files and office materials

REQUIREMENTS

• 2 years of experience
• Proficient in English

Job is sponsored through Golden Bear Management company.