Office Administrator

Mirantis•Campbell, CA

19d•Onsite

About The Position

The Office Administrator supports the day-to-day operation of Mirantis’s Campbell, California office. The role covers front-desk and visitor services, mail and document handling, office and facilities coordination, employee support, and administrative assistance for executives and finance. The administrator works on-site five days a week and coordinates with employees, building management, IT, Accounting, Payroll, HR teams, executive staff, vendors, couriers, and building security.

Requirements

At least 1 year in an office administration, reception, or front-desk role.
Strong organization and attention to detail, including the ability to keep multiple small tasks moving at once.
Clear, friendly communication in person, by phone, and by email.
Comfort with Google Workspace or Microsoft Office and ability to learn new tools quickly.
Ability to work on-site in Campbell, California, five days a week.
Ownership mindset: address office issues directly or find the appropriate person to resolve them.

Nice To Haves

Experience with Concur, Amazon Business, or courier shipping services such as DHL, FedEx, or UPS.

Responsibilities

Greet visitors, offer refreshments, and ensure visitors sign in through the visitor system.
Answer and direct incoming calls.
Open, date-stamp, scan, and route incoming US mail to Accounting, Legal, HR, Immigration, and Payroll.
Process incoming checks and send originals to the bank.
Coordinate executive signatures on documents from HR teams in France and Poland, then return original documents by courier.
Keep conference rooms and the breakroom clean and stocked throughout the day.
Order office supplies, snacks, drinks, and coffee from regular vendors.
Serve as the main contact with building management for maintenance, key fobs, room bookings, and HVAC, electrical, or plumbing issues.
Escalate security concerns to building security.
Set up new Campbell hires with a desk, nameplate, and key fob, coordinating with IT and building management.
Ship laptops to employees and coordinate returns when employees leave.
Add and remove employees from the corporate Uber account.
Coordinate the monthly team lunch, including sending reminders and adding new hires.
Schedule in-office notary appointments around executive availability.
Help the Executive Admin order food for meetings and handle setup and cleanup.
Submit monthly Uber transaction reports to Accounting and Payroll.
Reconcile the company credit card monthly in Concur.