Office Support Administrator

Fluidra North America•Carlsbad, CA

4d•$22 - $27•Onsite

About The Position

Fluidra is looking for an Office Support Administrator to join our team in Carlsbad, CA. WHAT YOU WILL CONTRIBUTE The Office Support Administrator provides front office, administrative, and operational support for the West Coast North American headquarters. Reporting to the Administrative Services Manager, this role is often the first point of contact for visitors and employees and plays an important role in creating a welcoming, well-organized, and professional office environment while supporting the Administrative team. This position is well suited for a highly organized, service-minded professional who enjoys supporting others, thrives in a fast-paced setting, and works collaboratively with the Global Administrative team and cross-functional partners to keep day-to-day operations running smoothly. Additionally, you will: Front Office & Facility Support Serve as the primary receptionist, creating a welcoming and professional experience for all visitors by greeting guests, managing visitor and security logs, and issuing visitor badges. Create and maintain a warm, polished front-of-house environment by ensuring the lobby, reception area, mailroom, and nearby conference rooms are clean, organized, and thoughtfully prepared throughout the day. Provide reliable reception coverage and front-of-house support for the Administrative team, contributing to a seamless and service-focused office experience. Participate as a member of the Office Safety Committee, contributing to initiatives that promote a safe and compliant workplace. Administrative & Operational Support Provide general administrative support to the North America Administrative team, contributing to the smooth operation of daily office activities. Assist with meeting coordination, departmental support, and special projects as assigned Travel & Expense Coordination Assist the Administrative team with researching and booking domestic travel for executives, directors, and other employees, helping ensure arrangements are thoughtful, efficient, and aligned with company travel policies. Support the preparation and submission of expense reports for executives, helping ensure accuracy and timely processing. Help track exceptions and support reporting needs as requested by the Administrative team Mailroom, Supplies & Office Services Oversee day-to-day mailroom operations, ensuring inbound and outbound mail, deliveries, and courier pickups are handled smoothly and reliably. Proactively order and maintain office supplies on a weekly basis, monitoring inventory to ensure frequently used items are consistently available to support the team. Assist with processing check requests and coordinating approvals for postage and meter replenishment to help keep office operations running seamlessly. Additional Responsibilities: Provide additional administrative support to the North America Administrative team as needed, adapting to changing priorities and working closely with the team to ensure tasks are completed on time, as instructed, and clearly communicated. Support the Administrative team by assisting with meeting setup, catering, and other administrative tasks, helping balance workloads and keep things running smoothly. Ensure accurate, timely submission of expense reports for those supported, ensuring compliance with company policies.

Requirements

2–4 years of experience in a front-office, administrative, office support, or hospitality-focused role (reception, office coordinator, administrative assistant, or similar).
High school diploma or equivalent required.
Demonstrated experience providing high-touch customer service or front-of-house support in a fast-paced professional office environment.
Strong interpersonal and communication skills, with the ability to interact confidently and warmly with employees, visitors, and executives.
Proven organizational skills with the ability to manage multiple priorities maintaining attention to detail.
Ability to work independently while collaborating closely with administrative, executive support, and cross-functional teams.
Proficiency with Microsoft Office (Outlook, Word, Excel, Teams); comfortable learning new systems and processes.
A proactive, service-minded approach, with a natural inclination to anticipate needs and take initiative.
Ability to adapt to changing priorities and business needs.
A high level of trustworthiness, reliability, and follow-through, with a strong sense of ownership for responsibilities and outcomes.

Responsibilities

Serve as the primary receptionist, creating a welcoming and professional experience for all visitors by greeting guests, managing visitor and security logs, and issuing visitor badges.
Create and maintain a warm, polished front-of-house environment by ensuring the lobby, reception area, mailroom, and nearby conference rooms are clean, organized, and thoughtfully prepared throughout the day.
Provide reliable reception coverage and front-of-house support for the Administrative team, contributing to a seamless and service-focused office experience.
Participate as a member of the Office Safety Committee, contributing to initiatives that promote a safe and compliant workplace.
Provide general administrative support to the North America Administrative team, contributing to the smooth operation of daily office activities.
Assist with meeting coordination, departmental support, and special projects as assigned
Assist the Administrative team with researching and booking domestic travel for executives, directors, and other employees, helping ensure arrangements are thoughtful, efficient, and aligned with company travel policies.
Support the preparation and submission of expense reports for executives, helping ensure accuracy and timely processing.
Help track exceptions and support reporting needs as requested by the Administrative team
Oversee day-to-day mailroom operations, ensuring inbound and outbound mail, deliveries, and courier pickups are handled smoothly and reliably.
Proactively order and maintain office supplies on a weekly basis, monitoring inventory to ensure frequently used items are consistently available to support the team.
Assist with processing check requests and coordinating approvals for postage and meter replenishment to help keep office operations running seamlessly.
Provide additional administrative support to the North America Administrative team as needed, adapting to changing priorities and working closely with the team to ensure tasks are completed on time, as instructed, and clearly communicated.
Support the Administrative team by assisting with meeting setup, catering, and other administrative tasks, helping balance workloads and keep things running smoothly.
Ensure accurate, timely submission of expense reports for those supported, ensuring compliance with company policies.

Benefits

2 weeks of paid vacation
9/80 work week schedule (EVERY OTHER FRIDAY OFF!)
11 paid Holidays
Full range of health benefits including medical, dental & vision, short & long-term disability
401(K) matching (100% of first 3% contributed, 50% of the next 2%)
Health and wellness programs / gym reimbursement
Educational assistance up to $7,000 per year
On-site self-service café / free gourmet coffee stations
Company sponsored FUN events!
Generous product discount