Office Administrator

Role

The Office Administrator supports the Bay Area sales team by ensuring smooth day-to-day office operations while also contributing to a positive and productive work environment. This role requires a diligent and highly organized professional capable of handling a wide range of administrative and office support tasks, as well as supporting employee relations, performance management, and team building. The ideal candidate demonstrates strong attention to detail, discretion, and the ability to adapt to new and more efficient ways of working.

Major Job Responsibilities

Mail & Package Handling:

• Manage incoming and outgoing mail and packages, ensuring timely and accurate delivery
  
  

Meeting & Event Support:

• Provide administrative support for meetings and events, including organizing materials, setting up conference rooms, arranging audio-visual needs, security, catering, and event planning
  
  

Purchasing & Payment Requests:

• Track and monitor purchases, from the initial order through to delivery and ensure that purchases are within budget
• Submit purchase and payment requests using the company’s approval workflow system
  
  

Office Supplies & Orders:

• Order and maintain office supplies within budget, ensuring the office is stocked appropriately
  
  

Facility & Building Liaison:

• Monitor the cleaning service by conducting daily building walkthroughs. Act as a liaison with the building lease management for facility services. Ensure services are within budget
  
  

Employee Support:

• As part of the HR team, participate in onboarding new employees to ensure a positive first impression and smooth transition
• Bridge management and employee relations by addressing demands, grievances, or other issues
• Support the recruitment process, scheduling interviews, and onboarding processes
• Nurture a positive working environment with company cultural values
• Ensure compliance with legal requirements and company policies by proactively supporting and advising staff on HR policies, practices, and procedures
  
  

Travel & Event Coordination:

• Coordinate travel and special events when needed, including booking flights, arranging accommodations, and completing expense reports
  
  

General Administrative Tasks:

• Perform general administrative tasks such as preparing and editing correspondence, presentations, filing, photocopying, coordinating conference calls, and preparing expense reports
• Maintain accurate and up-to-date digital and paper files, ensuring they are accessible to authorized staff as needed
  
  

Other Duties:

• Perform other administrative duties as assigned to support management and office operations
  
  

Qualification Requirements

Education:

• Associate degree with 2 years of experience in office administration, or an equivalent combination of education and experience
  
  

Work Experience:

• Proven experience in a fast-paced administrative environment, managing multiple tasks with attention to detail and accuracy
  
  

Knowledge/ Skills:

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience with approval workflow software and/or purchasing software applications
• Strong organizational, time management, and multitasking abilities
• Excellent verbal and written communication skills with the ability to interact effectively with a diverse population inside and outside the organization
• Ability to work independently with minimal supervision as well as part of a team
  
  

Core Competencies

• Communication: Effectively communicate both verbally and in writing to a diverse audience
• Organization & Time Management: Ability to prioritize and manage multiple tasks with frequent interruptions while meeting deadlines
• Independence & Teamwork: Work efficiently both independently and collaboratively within a team
  
  

Other

• Employment is contingent upon satisfactory references and background check
• Must have reliable transportation
• Ability to lift up to 30 pounds
  
  

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