Office Administrator

Briljent•Town of Guilderland, NY

just now•Onsite

About The Position

The Office Administrator serves as the primary point of contact and on-site support for a shared project office, ensuring smooth daily operations and a professional, welcoming environment for staff and visitors. This role requires a highly organized, proactive professional who can anticipate needs, manage multiple priorities, and support executive leadership while upholding organizational standards and culture. This position is 100% onsite and requires in-person availability 40 hours per week in the shared office.

Requirements

3+ years of experience as an administrative assistant or office manager supporting senior-level or executive leadership
Ability to serve as the professional “face” of the office, representing organizational culture and standards to staff and guests
Must be able to work onsite 40 hours per week with no remote or hybrid option
Excellent computer skills, including Microsoft Outlook, Word, Excel, and PowerPoint
Strong interpersonal, written, and verbal communication skills with a customer-service mindset
Proven ability to anticipate issues, take initiative, and proactively resolve problems
Exceptional organizational skills with the ability to prioritize, multitask, and manage time effectively
Ability to work collaboratively in a team-oriented environment
Comfortable adapting to changing priorities, new procedures, and evolving project requirements
Ability to quickly learn and apply new software tools or technical instructions
Demonstrated sensitivity to working with diverse, cross-functional teams and communicating respectfully across all demographics
Must be legally authorized to work in the United States without employer sponsorship, now or in the future

Nice To Haves

Experience with enterprise office systems, videoconferencing platforms (e.g., Zoom, Microsoft Teams), and basic troubleshooting
Ability to coordinate complex meeting logistics, including multi-time-zone scheduling and facility bookings
Familiarity with expense reporting and procurement/order management systems
Experience coordinating with external vendors such as building management, catering, cleaning, and maintenance providers
Strong conflict-resolution skills with the ability to de-escalate tension and manage sensitive situations professionally

Responsibilities

Provide comprehensive administrative support for up to 150 staff occupying the project office
Serve as the front-facing presence of the office, managing reception for visitors and guests
Manage incoming and outgoing mail and packages
Monitor, manage, and replenish office and kitchen supply inventory
Maintain refreshment and kitchen equipment in clean, serviceable condition; coordinate vendor service as needed
Ensure all required legal and compliance postings are current and properly displayed
Implement and maintain adherence to health, safety, and building policies and procedures
Enforce office security protocols, including badge access and related administrative duties
Triage and coordinate resolution of building maintenance and technology-related requests
Coordinate with the PMO to distribute project-wide announcements related to facilities, health, and safety
Manage the office calendar and coordinate meetings for project leadership (3–5 senior leaders), conferences, and departmental meetings as needed
Coordinate and facilitate catered meals for office staff when requested by leadership
Process expenditures in accordance with firm policies when requested
Organize and coordinate logistics for meetings, conferences, office events, receptions, and dinners with minimal direction
Develop and maintain efficient filing systems, including confidential and sensitive materials
Build strong working relationships across internal teams and external partners to support executive and office needs