What are the responsibilities and job description for the Admin / Office Operations Support position at xTool Official?
We are seeking a highly organized, proactive, and detail-oriented Admin / Office Operations Support professional to help ensure smooth day-to-day operations of our Mountain View, CA office. You will support administrative processes, vendor management, office facilities, purchasing, event coordination, and cross-team communications. This role is ideal for someone who thrives in a dynamic environment and enjoys balancing multiple priorities.We are looking for a detail-oriented and proactive Administrative Support / Office Assistant to help ensure smooth day-to-day operations in our U.S. office. In this role, you will handle administrative tasks, assist with vendor and office coordination, and provide general support to the team. This is an excellent opportunity for someone who enjoys being organized, solving small problems quickly, and keeping the office running efficiently.
Key Responsibilities:
Administrative Support
- Handle daily office administrative tasks, such as filing, scanning, scheduling, and correspondence.
- Manage incoming calls, emails, and mail; route inquiries to the right departments.
- Support team members with document preparation, data entry, and basic reporting.
- Assist with onboarding new employees, including preparing desks and materials.
Office & Vendor Coordination
- Maintain office supplies, equipment, and inventory to ensure smooth daily operations.
- Coordinate with vendors, service providers, and building management for deliveries, and maintenance.
- Process invoices, reimbursements, and small purchase requests as needed.
Event & Meeting Support
- Assist in arranging company meetings, team lunches, and small events.
- Prepare meeting rooms, schedule appointments, and organize logistics.
- Handle travel bookings, catering, and other simple event coordination tasks.
Other Support
- Provide basic assistance to HR, Finance, and other teams when needed.
- Keep office areas organized and ensure a welcoming environment for employees and visitors.
QualificationsStrong organizational skills and attention to detail.Good communication skills and a helpful, positive attitude.Proficiency with Google Workspace or Microsoft Office.
- Experience supporting small teams or cross-functional departments.
- Basic familiarity with expense reporting and vendor coordination is a plus.
Job Types: Part-time, Temporary
Work Location: In person