Office Administrator

Office Administrator | Long-Term Opportunity

We're seeking an experienced Office Administrator to support a large corporate office in Portland, ME as the primary administrative point of contact. This long-term opportunity is ideal for someone who enjoys office administration as a career and thrives in a fast-paced corporate environment.

As the Workplace Office Administrator, you’ll play a key role in keeping office operations running smoothly by supporting employees at all levels, both onsite and remotely.

Essential Functions include but not limited to:

Office & Facilities Support

• Manage office supplies, snacks, and inventory
• Maintain common areas and coordinate office upkeep
• Partner with building management and vendors for facility needs
• Support office equipment, IT, shipping, mail, and deliveries
• Assist with workplace safety and compliance programs

Administrative & Financial Support

• Track invoices, purchase orders, and vendor expenses
• Support procurement activities and expense reporting
• Assist leaders with spreadsheets, reports, and utilization tracking
• May serve as timecard administrator

Meetings, Events & Visitors

• Prepare conference rooms, catering, and office setup for executive visits
• Coordinate office events, holidays, and meetings
• Manage visitor experience (front desk coverage, guest check‑in, phone coverage)

People & Project Support

• Assist with new hire onboarding, I‑9s, equipment setup, and offboarding
• Support project teams with document control, records management, and reporting
• Assist with project coordination, contracts, workflows, QA reviews, and task tracking
• Provide occasional support for remote offices

Required Experience:

• 3-5 years of experience as an Office Administrator, Office Manager, or similar corporate office role
• Experience supporting an office of 30 employees (not just an individual)
• Invoicing and Purchase Order (PO) tracking experience
• Strong time management, prioritization, and follow‑through
• Experience with facilities coordination and office event planning
• Polished, professional, warm, and welcoming presence
• Tech‑savvy and comfortable juggling multiple priorities

This is a contract‑to‑hire position, and only candidates able to commit to long‑term employment will be considered. Annual compensation ranges from $57K–$68K, based on relevant experience, plus benefits including health, dental, vision, and 401(k).