What are the responsibilities and job description for the Office Administrator position at U.S. Polo Association Global (USPA Global)?
Position Summary
The Corporate Office Administrator is a key member of the office operations team and the first point of contact for guests and employees. This role ensures the front office and shared spaces are clean, tidy, and welcoming, while also supporting executive-level staff with administrative assistance. The ideal candidate is detail-oriented, professional, and capable of multitasking across a wide range of office and administrative responsibilities. The position reports to the Vice President of Operations.
The Corporate Office Administrator is a key member of the office operations team and the first point of contact for guests and employees. This role ensures the front office and shared spaces are clean, tidy, and welcoming, while also supporting executive-level staff with administrative assistance. The ideal candidate is detail-oriented, professional, and capable of multitasking across a wide range of office and administrative responsibilities. The position reports to the Vice President of Operations.
Essential Duties and Responsibilities
- Oversee front office operations, including maintaining a well-stocked supply inventory, managing both break room upkeep, and ensuring common areas, conference rooms, and reception are clean, tidy, and organized.
- Greet and assist visitors in a courteous and professional manner.
- Coordinate domestic and international shipping logistics, ensuring timely and cost-effective delivery of materials, samples, and documents.
- Act as a primary point of contact with building management, handling facility requests, service issues, and ensuring smooth day-to-day office functionality.
- Oversee the distribution and tracking of security access fobs and office keys. Serve as the liaison for communicating property management updates and directives to staff.
- Provide general administrative support to the Operations team and assist with special projects as needed.
- Plan and manage company sample sales, including communication, setup logistics, and maintaining orderly execution.
- Be a culture champion and collaborate with HR to coordinate employee events such as holiday parties, Town Hall meetings, and catering orders to support a positive workplace culture.
- Support internal communications. Follow up on content creation, support communication related to office space in partnership with Human Resources and PR.
- Maintain distribution lists up to date and partner with IT Solutions to manage them properly.
- Assist designated executives with administrative support, including organizing travel arrangements, processing expense reports, and coordinating meetings.
- Assist with the creation and formatting of executive-level PowerPoint presentations and Word documents.
- Partner with Human Resources to manage and maintain Corporate Travel Services administration along with vendor travel or candidate travel as needed. Looking for continuous improvement on services provided.
- Be an avid learner and constantly look for opportunities to improve internal systems and processes.
- Copying, scanning and filing of executive documents.
- Answer and manage incoming calls
- Support warehouse operations as needed.
- Other duties as assigned.
Qualifications
- Associate’s degree, or equivalent, required and 5 years of experience in a receptionist or administrative support role, preferably in a corporate environment
- Strong communication and interpersonal skills with a professional demeanor
- Excellent organizational and multitasking abilities
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Ability to maintain discretion and handle sensitive information
- Strong attention to detail and a proactive approach to problem-solving
Preferred Qualifications
- Familiarity with travel booking platforms and expense management tools (e.g., Concur, Expensify)
- Experience supporting executive-level staff
- Event planning or coordination experience
- Familiarity with shipping systems (e.g., DHL, UPS, FedEx)
The Right Fit
- You bring positive energy and cohesiveness to a team environment
- You demonstrate professionalism when dealing with conflict and changing priorities
- You can adapt and work in a fast-paced environment, multi-task and prioritize like a pro
- You believe in open and honest communication. You are not afraid to ask questions, respectfully share or receive feedback
- You work well under pressure
- You possess great attention to detail
About U.S. Polo Assn. and USPA Global
U.S. Polo Assn. is the official brand of the United States Polo Association (USPA), the largest association of polo clubs and polo players in North America, founded in 1890. With a multi-billion-dollar global footprint and worldwide distribution through more than 1,100 U.S. Polo Assn. retail stores as well as thousands of additional points of distribution, U.S. Polo Assn. offers apparel, accessories, and footwear for men, women, and children in more than 190 countries worldwide. Historic deals with ESPN in the United States and Star Sports in India now broadcast several of the premier polo championships in the world, sponsored by U.S. Polo Assn., making the thrilling sport accessible to millions of sports fans globally for the very first time.
U.S. Polo Assn. is the official brand of the United States Polo Association (USPA), the largest association of polo clubs and polo players in North America, founded in 1890. With a multi-billion-dollar global footprint and worldwide distribution through more than 1,100 U.S. Polo Assn. retail stores as well as thousands of additional points of distribution, U.S. Polo Assn. offers apparel, accessories, and footwear for men, women, and children in more than 190 countries worldwide. Historic deals with ESPN in the United States and Star Sports in India now broadcast several of the premier polo championships in the world, sponsored by U.S. Polo Assn., making the thrilling sport accessible to millions of sports fans globally for the very first time.
U.S. Polo Assn. has consistently been named one of the top global sports licensors in the world alongside the NFL, NBA, and MLB, according to License Global. In addition, the sport-inspired brand is being recognized internationally with awards for global and digital growth. Due to its tremendous success as a global brand, U.S. Polo Assn. has been featured in Forbes, Fortune, Modern Retail, and GQ as well as on Yahoo Finance and Bloomberg, among many other noteworthy media sources around the world.
USPA Global is a subsidiary of the USPA and manages the global, multi-billion-dollar U.S. Polo Assn. brand. Through its subsidiary, Global Polo Entertainment (GPE), USPA Global also manages Global Polo TV, which provides sports and lifestyle content. For more sports content, visit globalpolo.com.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
