Office Administrator

HCTec•Brentwood, TN

13h•Onsite

About The Position

Position Summary: We are seeking a friendly, organized, and proactive Office Administrator to serve as the welcoming first impression of our company while keeping daily office operations running smoothly. This multifaceted role combines front-desk responsibilities with administrative support and light office management tasks. The ideal candidate enjoys helping people, and takes pride in maintaining an efficient, organized, professional workplace. This is a full-time in-office position in Brentwood, TN. Key Responsibilities: Manage office operations by coordinating maintenance/repairs with facility owners/service providers, managing vendor relationships, and ensuring the office is clean, organized, and well-stocked Administrative support for management team, and specifically HR-related tasks such as helping with new employee activities, maintaining system updates with new hires and terminations, and coordinating team events and lunches Greet visitors, employees and vendors warmly and professionally, ensuring positive first impression Answer, screen, and route incoming phone calls, take accurate messages and handle inquiries courteously Manage calendars, schedule meetings, travel and events for management team Handle incoming and outgoing mail, packages, and deliveries Maintain office supply inventory and place orders (for all of our office locations as needed) Perform general administrative tasks including document preparation, scanning, copying, and basic correspondence Assist with scheduling travel and expense processing through the travel and expense platform Maintain office policies and procedures; ensure compliance with safety, security, and confidentiality standards Handle special projects as needed, such as event coordination, holiday decorations, or process improvements To perform this job, an individual must perform each essential function satisfactorily with or without reasonable accommodation. Performs other duties as assigned

Requirements

Exceptional customer service and interpersonal skills are essential with a professional, approachable demeanor
Strong organizational and multitasking abilities are essential with the ability to prioritize workloads
Strong in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning other software as needed (travel platform, employee recognition systems, etc.)
Excellent written and verbal communication skills
High level of discretion and ability to handle confidential information
Must be willing and able to work in the office Monday - Friday
Reliable, punctual, and detail-oriented with a positive attitude

Nice To Haves

Preferred degree and 1+ year of relevant experience or 3+ years of experience in a receptionist, administrative assistant, or office coordinator role

Responsibilities

Manage office operations by coordinating maintenance/repairs with facility owners/service providers, managing vendor relationships, and ensuring the office is clean, organized, and well-stocked
Administrative support for management team, and specifically HR-related tasks such as helping with new employee activities, maintaining system updates with new hires and terminations, and coordinating team events and lunches
Greet visitors, employees and vendors warmly and professionally, ensuring positive first impression
Answer, screen, and route incoming phone calls, take accurate messages and handle inquiries courteously
Manage calendars, schedule meetings, travel and events for management team
Handle incoming and outgoing mail, packages, and deliveries
Maintain office supply inventory and place orders (for all of our office locations as needed)
Perform general administrative tasks including document preparation, scanning, copying, and basic correspondence
Assist with scheduling travel and expense processing through the travel and expense platform
Maintain office policies and procedures; ensure compliance with safety, security, and confidentiality standards
Handle special projects as needed, such as event coordination, holiday decorations, or process improvements
Performs other duties as assigned