Office Administrator

Kaseya Careers•Orlando, FL

13d•Onsite

About The Position

The Office Administrator is the backbone of the office and the first point of contact for employees, visitors, and partners. This role owns the day-to-day workplace experience, balancing front desk presence, facilities coordination, administrative support, and basic physical security to ensure the office runs smoothly, safely, and professionally. This is a hands-on, proactive role for someone who takes initiative, notices issues before they become problems, and takes pride in creating an organized, welcoming, and highly functional workplace for our teams. The ideal candidate is comfortable switching between guest greetings, vendor coordination, light physical task completion, and soliciting and supporting leadership needs each day.

Requirements

2+ years of experience in office administration, workplace operations, facilities coordination, or a related role
Strong sense of ownership and initiative; able to see problems and take action independently
Comfortable with hands-on, physical tasks including light lifting, moving furniture, and basic troubleshooting
Excellent verbal and written communication skills with a professional, approachable demeanor
Strong organizational skills and ability to manage multiple priorities with accuracy and discretion
Proficiency with Microsoft Office and common workplace tools (calendars, ticketing systems, inventory tracking)

Nice To Haves

Experience in a technology product, startup, or fast-growing company environment
Familiarity with facilities ticketing systems, vendor management, or budget tracking
CPR and/or first-aid certification (or willingness to obtain)
Experience supporting executives or senior leadership
Interest in workplace experience, employee engagement, or office operations as a career path
Ability to lift and move items (up to approximately 30–40 lbs)
Regular on-site presence required during business hours
Ability to stand, walk, and move throughout the office for extended periods

Responsibilities

Own the first impression and daily rhythm of the office experience for everyone
Serve as the primary point of contact for visitors, employees, vendors, and delivery partners, setting the tone for a professional, welcoming workplace
Manage reception coverage, visitor sign-ins, badges, and building access in coordination with physical security
Act as the “eyes and ears” of the office, spotting issues, answering questions, and ensuring smooth daily operations
Maintain full oversight of the physical office environment, identifying and coordinating response to needs as appropriate
Proactively monitor office conditions and perform basic hands-on fixes (e.g., plugging in equipment, rearranging furniture, resetting rooms)
Maintain a polished, organized reception area, kitchens, conference rooms, storage areas, and shared spaces so they are clean, stocked, safe, and meeting-ready at all times
Identify when issues exceed scope and coordinate vendors or submit facilities, IT, or maintenance tickets in collaboration with Centers of Excellence (i.e. Facilities Team, Security Team, etc.) with frequent communication and follow-through
Ensure the office is fully stocked, organized, and operational at all times
Manage procurement, inventory tracking, and restocking of office supplies, equipment, food, and amenities
Coordinate ongoing vendor relationships for cleaning, maintenance, building operations, and other workplace services
Receive, log, distribute, ship, and track mail, packages, and deliveries efficiently
Track invoices, expenses, and local office budgets in partnership with Finance
Assist with scheduling, calendars, meeting setup, and conference room bookings for executives and teams
Support onboarding and offboarding by preparing workspaces, welcome kits, badges, access coordination and welcoming new hires as scheduled
Help with event logistics, internal meetings, mail-outs, and essential company errands
Act as a local liaison to IT, facilities, and shared services, proactively identifying risks and needs and escalating as needed
Keep the workplace safe, compliant, and continuously improving
Monitor physical security, safety procedures, and emergency readiness; coordinate with physical security team as needed
Ensure compliance with internal policies, workplace standards, and building regulations
Promote professionalism, engagement, and alignment with company values through the physical office experience
Continuously look for ways to improve workflows, efficiency, and the overall employee experience