Office Administrator
Job Summary:
Dark Matter Technologies, part of Andromeda, a portfolio within Constellation Software is hiring an Office Administrator that will be responsible for overseeing the day-to-day operations of the office, ensuring a seamless and efficient workplace environment. This role combines executive administrative support, vendor and facilities coordination, and hands-on office management responsibilities. The Office Administrator serves as the primary point of contact for internal stakeholders, vendors, and building management while supporting local culture and engagement initiatives.
Key Responsibilities:
Office & Administrative Operations
Oversee daily office operations to ensure an efficient and well-functioning work environment
Coordinate internal and external meetings, including conference and video calls for leaders
Provide executive administrative support as needed
Manage office supplies, equipment, and general administrative processes
Support budgeting activities and vendor contract coordination as applicable
Facilities & Vendor Management
Serve as the primary liaison with building management, service providers, and vendors (e.g., cleaning, landscaping)
Coordinate office maintenance, equipment servicing, and repair requests
Manage relationships with caterers and external partners supporting office operations
Help ensure the office environment remains safe, functional, and well-maintained
Perform or coordinate basic facilities upkeep duties, including minor repairs and general maintenance
Culture & Engagement
Partner with leadership to coordinate local culture and employee engagement initiatives
Plan and support logistics for events, meetings, and team activities
Serve as the “face of the office” and foster a welcoming and professional environment
Physical & Hands-On Requirements:
Ability to lift and move items up to 50 pounds
Perform light facilities maintenance tasks as needed, such as:
- Addressing basic plumbing issues (e.g., unclogging a toilet)- Replacing ceiling tiles or similar minor repairs
Clear and maintain sidewalks and entryways during inclement weather, including snow and ice removal as needed
Move, lift, or reposition office equipment, furniture, and supplies
Walk the office regularly to assess maintenance needs and ensure operational readiness
Assist with physical setup and breakdown of office spaces, meetings, and events
Qualifications:
Experience in office management, administrative support, or facilities coordination
Strong organizational and multitasking skills
Ability to manage vendor relationships and coordinate multiple priorities
Strong communication and interpersonal skills
Self-starter with a proactive and problem-solving mindset
Work Environment:
Primarily office-based role with a mix of desk-based administrative work and physical, hands-on responsibilities supporting facility upkeep and office operations
Applicants with disabilities who would like to require a reasonable accommodation related to any part of the application process may contact us at
Perseus_HR@constellationhbs.com
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