Office Administrator

Office Administrator – Miami (FL), West Hollywood (CA), Houston (TX), Chicago (IL)

Lumicity is a dynamic division of G2V Recruitment, specializing in cutting-edge markets across Tech, Energy, Engineering, and Life Sciences. As part of a globally recognized recruitment group with offices across the US, UK, and Europe, Lumicity is in an exciting period of growth in both revenue and headcount.

We are seeking a detail-oriented and proactive Office Administrator to join one of our 4 offices! This role is instrumental in maintaining operational excellence and a professional office environment, while also supporting the broader success of our national business. This is an exciting opportunity for a motivated professional who thrives in a fast-paced setting and is looking to grow within a dynamic, people-first organization.

Please note: This is a fully onsite role, and we are open to applicants to be based in either Miami, Los Angeles, Houston or Chicago.

Key Responsibilities:

Office Administration & Operations

• Serve as the first point of contact for visitors and staff, ensuring a welcoming and professional atmosphere.
• Oversee day-to-day office operations, including supply management, mail distribution, and vendor coordination.
• Maintain a clean, organized, and well-equipped workspace that reflects Lumicity’s brand and values.
• Support the planning and execution of internal events, team-building activities, and client-facing functions.
• Assist with marketing initiatives and social media coordination in collaboration with internal stakeholders.
• Provide administrative support to the Director and Operations Manager, as needed.

Contractor Care & Compliance

• Manage contractor onboarding, including W2 and C2C compliance in partnership with payroll providers.
• Draft, distribute, and track client and candidate contracts; ensure timely uploads to Bullhorn.
• Administer timesheets, background checks, and contract extensions.
• Monitor contractor end dates and proactively support consultants with renewal processes.
• Maintain accurate and up-to-date contractor records in the CRM.
• Act as a liaison between contractors and the sales team, delivering consistent high-quality service throughout the contractor lifecycle.

About You

You'll thrive in this role if you bring:

• Proven experience in office administration or operations support, preferably in a fast-paced, client-focused environment.
• Strong interpersonal and communication skills with a professional and approachable demeanour.
• Highly organized, detail-oriented, and capable of managing multiple priorities simultaneously.
• Proficiency in Microsoft Office Suite; experience with CRM systems (e.g., Bullhorn) is a plus.
• Demonstrated ability to work independently and collaboratively across teams and time zones.
• A proactive mindset with a commitment to continuous improvement and service excellence.
• Ability to work independently and collaboratively across teams and time zones.

Why Join Lumicity?

• Be an important part of a fun, young workforce within a globally recognized recruitment firm.
• You'll be the main coordinator in organizing and executing company events and celebrations.
• Work in a vibrant and energetic office with direct access to leadership and cross-functional teams.
• Join a supportive, high-energy culture that values initiative, collaboration, and career development.
• Gain exposure to multiple business functions and play a key role in shaping operational success across the US.

If you are a driven professional who enjoys being at the center of a thriving team and is eager to grow with a forward-thinking organization, we'd love to speak with you!