Front Desk Office Administrator

United Mechanical•San Jose, CA

53d•Onsite

About The Position

The Front Desk Office Administrator is responsible for managing day-to-day front office operations and ensuring the office runs efficiently and professionally. This role serves as the first point of contact for visitors and vendors, oversees office supplies and facility needs, assists with company events, and supports general administrative functions. The position also includes light financial coordination such as reconciling company credit card transactions and maintaining accurate records for related expenses. Attention to detail, reliability, and strong organizational skills are essential.

Requirements

Strong organizational and time management skills with the ability to handle multiple tasks and priorities.
Excellent verbal and written communication skills.
Professional and courteous demeanor when interacting with employees, guests, and vendors.
High attention to detail and accuracy, especially in reconciling expenses and managing records.
Ability to work independently and exercise sound judgment while maintaining confidentiality.
Reliable, punctual, and consistent in following through on commitments.
Team-oriented approach with a willingness to assist where needed.
Ability to maintain composure and professionalism in a fast-paced environment.
High school diploma or equivalent required; associate degree or higher preferred.
Two or more years of experience in an administrative, office coordination, or front desk role.
Experience managing office supplies, vendors, and general facility coordination.
Basic accounting or expense reconciliation experience preferred (e.g., credit card or invoice tracking).
Proficiency with Microsoft Office Suite (Outlook, Word, Excel) and general computer literacy.
Ability to lift and move items up to 25lbs (for office supply or event setup needs).

Nice To Haves

Construction industry a plus.

Responsibilities

Greet and assist visitors, check in vendors, and answer incoming calls in a professional manner.
Manage the front desk area to maintain an organized and welcoming environment.
Maintain and order office, kitchen, and breakroom supplies.
Coordinate food deliveries, order lunches, and handle setup and cleanup.
Manage and restock the office snack market.
Ensure conference rooms and breakrooms are stocked and maintained.
Distribute incoming mail and manage shipping and courier services (FedEx, UPS, Modern Day Courier, etc.).
Perform administrative tasks including scanning, filing, and document organization.
Reconcile company credit card (Amex) charges and submit supporting documentation.
Order and track employee nameplates and related office signage.
Provide support for company meetings, events, and general office activities.
Perform other office support duties as assigned.