Office Admin | Irvine, Exhibits and Events

PINNACLE•Irvine, KY

3d•Onsite

About The Position

Pinnacle is recruiting an organized, resourceful Office Administrator for its Irvine, California facility. The role supports a fast-paced office by keeping the building and shared spaces running smoothly and welcomingly, coordinating supplies, shipping, facility services, and events, and providing administrative support to sales, HR, and operations teams. The administrator also welcomes visitors, assists clients and employees, and helps with travel arrangements and office communications. The position requires being available Monday through Friday, 8:00 a.m. to 5:00 p.m.

Requirements

At least two years of administrative experience.
Strong administrative and organizational skills, including the ability to manage multiple deadlines in a busy office.
Careful attention to detail and proofreading.
Ability to manage time and resume tasks after interruptions.
Proficiency with Microsoft Office, including Word, Excel, Outlook, and presentation programs.
Ability to maintain confidentiality.
Clear, friendly written and verbal communication skills.
Dependability and willingness to pitch in on varied office tasks.
Availability Monday through Friday, 8:00 a.m. to 5:00 p.m.

Nice To Haves

Familiarity with Adobe Creative Suite.

Responsibilities

Keep office operations running by maintaining paper, printers, coffee, and other supplies.
Coordinate shipping and mail, including preparing labels, handling deliveries, and reviewing FedEx invoices.
Monitor inventory and order office, kitchen, and coffee supplies.
Coordinate building and equipment repairs, replace printer toner, and work with facility service vendors.
Provide administrative support to sales, HR, and operations, including data entry, database updates, and responding to client and account team requests.
Prepare conference rooms for client visits and meetings, provide refreshments and supplies, and tidy rooms afterward.
Answer phones, respond to general inquiries, and welcome clients and visitors.
Process routine purchasing requests and purchase orders, and maintain accurate inventory records.
Book travel and assist with arrangements for employees and project teams.
Keep kitchens, conference rooms, and common areas clean, organized, and welcoming.
Plan employee parties, events, and team lunches.
Help create and share office communications and contribute to creative projects.