Office Administrator

About the Opportunity

A growing and well-established organization is seeking a highly organized and motivated Office & Operations Coordinator to support daily operations across multiple areas of the business.

This role is ideal for a recent graduate looking to build a long-term career or an experienced professional seeking a stable, flexible Monday–Friday schedule within a collaborative and supportive environment. You’ll gain exposure to operations, customer support, and leadership while playing a key role in keeping the business running smoothly.

Key Responsibilities

Office Operations

• Maintain a clean, organized, and fully stocked office environment
• Coordinate facility maintenance, repairs, and vendor services
• Manage office and operational supply inventory
• Assist with company vehicle administration (insurance, registration, maintenance)

Front Desk & Communication

• Serve as the primary point of contact for incoming calls, visitors, and inquiries
• Manage and route communications across teams
• Track and log incoming inquiries for reporting purposes
• Oversee third-party receptionist services
• Handle incoming mail, packages, and deliveries

Customer & Vendor Coordination

• Support onboarding of new customers and vendors
• Collect and manage required documentation (compliance, insurance, etc.)
• Ensure internal systems are accurate and up to date
• Act as a point of contact throughout onboarding

Sales & Customer Support

• Assist in preparing quotes and supporting sales initiatives
• Respond to customer inquiries and help resolve issues
• Track open requests and ensure timely follow-up
• Support order processing and internal system updates
• Coordinate warranty tracking, service issues, and technical requests

Administrative & Executive Support

• Provide administrative support to senior leadership
• Coordinate schedules, meetings, and communications
• Assist with basic accounting tasks (receivables, deposits, collections follow-up)
• Organize contracts and key business documents
• Support special projects and operational initiatives

Purchasing & Inventory

• Assist with purchase orders and tracking
• Support inventory receiving and documentation
• Maintain purchasing and logistics records

Events & Culture

• Coordinate team events, celebrations, and internal initiatives
• Maintain company calendar and employee milestones

Trade Shows & Events

• Support planning and execution of trade shows and events
• Coordinate logistics, materials, and shipping
• Assist with travel arrangements and on-site support

What We’re Looking For

• Associate’s degree or higher (recent grads encouraged to apply)
• 0–3+ years of experience in admin, coordination, or customer-facing roles
• Strong organizational skills and ability to multitask
• Excellent communication skills (written and verbal)
• High level of professionalism and discretion
• Detail-oriented with strong problem-solving ability
• Proficiency in Microsoft 365 (Excel, Word, Outlook)
• Comfortable learning new systems and tools

Nice to Have

• Experience with accounting software (e.g., QuickBooks)
• Exposure to inventory, ERP, or CRM systems

Why This Role

• Clear opportunity for growth and career development
• Exposure to multiple areas of the business
• Supportive, team-oriented environment
• Consistent Monday–Friday schedule with work-life balance