Office Administrator

Hire With Ease•Sterling, VA

19d•Onsite

About The Position

RXO Freight Forwarding, a sister company of XPO, is seeking a highly organized, proactive Office Administrator to support the daily operations of their freight forwarding company in an in-office role based in Sterling, VA. This position is central to keeping the office running smoothly across administration, communication, scheduling, vendor coordination, HR support, documentation, and foundational finance support. The ideal candidate is detail-oriented, dependable, and comfortable managing multiple priorities in a fast-paced logistics environment. You will serve as a key point of coordination for internal teams, leadership, vendors, and employees while helping create structure, consistency, and follow-through across office operations.

Requirements

Minimum of 3 years of proven experience in office administration, administrative support, or executive support required
Proficiency in Microsoft Office Suite, Outlook, Excel, and Teams, with the ability to learn new systems quickly required
Experience maintaining organized files, documentation systems, and office procedures with a high level of confidentiality required

Nice To Haves

logistics or freight forwarding experience a plus
Experience with SOP creation or enforcement and recurring reporting, expense tracking, or A/R–A/P tasks highly desirable
Previous experience in QuickBooks preferred

Responsibilities

Manage daily office operations including supplies, facilities, travel logistics, and calendars.
Coordinate internal communication, meeting scheduling, follow-ups, and maintenance of filing systems, documentation, and billing records.
Support the development, implementation, and enforcement of Standard Operating Procedures (SOPs) across departments.
Assist with employee onboarding and offboarding, benefits coordination, personnel file maintenance, and policy updates.
Provide operational support to leadership through reporting, schedule management, and special projects.
Coordinate with vendors, customers, and internal teams to resolve issues and keep operations running smoothly.
Prepare and maintain expense, invoice, commission, and billing reports; assist with foundational A/R and A/P tasks with a high level of confidentiality.
Support the sales and management team with lead generation tracking, marketing campaign coordination, and outreach follow-through.
Serve as the first point of contact for office-related questions, helping foster a positive and professional work environment.