Administrative Skills, Calendar Management, Communication Skills, Conference Management, Custodial Services, Customer Support/Service, Detail Oriented, Event Management, Interpersonal Skills, Inventory Management, Leadership, Logistics, Mail Processing, Microsoft Office, Multitasking, Office Management, Onboarding, Organizational Skills, Property Management, Purchasing/Procurement, Schedule Development, Supplier Relationship Management (SRM), Telephone Skills, Travel Planning, Vendor/Supplier Relations
About the role
We are seeking a highly organized and proactive Office Manager / Administrative Coordinator to support the day-to-day operations of our office. This role is ideal for someone who thrives in a structured, fast-paced environment and enjoys creating a welcoming, well-run workplace.
As the first point of contact for visitors, this individual will play a key role in representing the company and creating a positive, professional first impression.
Key Responsibilities
Front Desk & Office Presence
- Serve as the first point of contact by welcoming and assisting visitors, clients, and vendors
- Answer and direct incoming calls to appropriate departments or personnel
- Receive and manage incoming deliveries, packages, and mail distribution
Office Operations & Administration
- Oversee daily office operations to ensure a smooth and efficient work environment
- Serve as the primary point of contact for general office needs and vendor coordination (Building Manager, Cleaning Services)
- Maintain office organization, cleanliness, and overall functionality
Scheduling & Calendar Management
- Coordinate and manage internal and external meetings, appointments, and conference room scheduling
- Assist leadership with calendar coordination as needed
Travel Coordination
- Arrange domestic travel including flights, hotels, ground transportation, and itineraries
- Ensure travel plans are cost-effective and aligned with company preferences
Event Planning & Coordination
- Plan and execute internal events (team meetings, celebrations, offsites, etc.)
- Support logistics for company initiatives, meetings, and special events
Office Aesthetics & Environment
- Maintain a welcoming and professional office atmosphere
- Manage office décor, seasonal updates, and overall aesthetic upkeep
Supplies & Inventory Management
- Monitor and reorder office supplies, kitchen items, and employee snacks
- Manage vendor relationships for office-related purchasing
Employee Support
- Assist with onboarding logistics for new hires (workspace setup, materials, etc.)
- Act as a resource for employees regarding office-related needs
Qualifications
- 2+ years of experience in office management, administrative support, or similar role
- Strong organizational and multitasking skills
- Excellent communication and interpersonal abilities
- Professional demeanor with a customer-service mindset
- Proactive, resourceful, and detail-oriented
- Ability to work independently and manage responsibilities within a defined daily schedule
- Proficiency in Microsoft Office and/or Google Workspace