Office Administrator

Priority Power Management LLC•Houston, TX

11d•Onsite

About The Position

The Office Administrator is a critical role in ensuring the Houston office runs smoothly – from organizing a weekly lunch, ensuring supplies are on hand, managing high-level support to C-level and/or senior executives to the overall day-to-day administration of the office itself. This role operates in a fast-paced, growing environment and requires exceptional judgment, discretion, and the ability to prioritize competing demands. In addition to executive support, this person serves as the face of the Houston office, managing the front-desk experience, hospitality, facilities and building management relationships, workspace and hotel office assignments, and ensuring new hires are welcomed.

Requirements

High school diploma or equivalent.
7+ years of experience in administrative, executive support, or office management roles.
Demonstrated experience managing office activities.
Proven ability to handle confidential and sensitive information with absolute discretion.
High proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

Nice To Haves

Prior experience as the primary office administrator for a single-site office.
Experience administering hoteling office space and/or shared workspace.
Strong adaptability, interpersonal skills, and organizational abilities.
Proficiency in written and verbal communication, with excellent listening and editing skills.

Responsibilities

Maintain several executive calendars, schedule appointments, set up conference calls, and prepare itineraries, catering to the specific preferences and working styles of each executive.
Facilitate travel arrangements for key personnel, including booking flights, hotels, and transportation, and managing detailed travel itineraries.
Support meeting preparation, including booking conference rooms, scheduling conference calls, coordinating catering, and confirming meeting-room technology is functional in advance.
Own day-to-day office operations, including daily opening and closing routines, front-desk presence, and keeping the kitchen, conference rooms, and shared spaces clean, stocked, and presentable for employees and visitors.
Manage snack, beverage, kitchen, and office supply inventory, reordering proactively so high-visibility items do not run out.
Coordinate weekly office lunches end to end, including headcount, vendor selection, ordering, dietary accommodations, setup, and cleanup, and plan office events and holiday celebrations.
Administer employee building access and badging and partner with IT as the on-site coordinator for office technology, including conference room and Teams devices, printers, and general office equipment.
Own the seating chart and workspace assignments, including hotel offices and floating desks for hybrid employees, traveling executives, and visitors.
Partner with HR and IT on new hire logistics and office orientation, and execute offboarding logistics including badge and equipment recovery and workspace reset.
Perform general administrative tasks such as shipping, copying, scanning, and mail distribution.
Manage the monthly office budget, tracking spend across hospitality, kitchen, and supply categories and staying within approved targets.
Adjust ordering and vendor decisions when spend is trending high, without compromising high-visibility essentials or employee experience.
Flag unusual or one-time spend and category variances, and obtain approval before exceeding budget thresholds.