Operational Initiatives Administrator

Mentavi Inc.•Grandville, MI

2d•Onsite

About The Position

Some roles are defined by a title. This one is defined by the person in it. As our Operational Initiatives Administrator, you are the connective tissue between our team, our office environment, and our company culture. You keep the rhythm of the business on track — not by being told what to do, but by reading what's needed before anyone has to ask. You take pride in an environment that's polished, a team that's informed, and a team that's supported. This is a high-visibility, high-trust role. This is an experienced operational role for someone who has already proven they can run a complex environment independently and is looking for a place where that expertise is recognized and rewarded. You'll report to the HR Director and, over time, provide scheduling and calendar support as directed. You may come from an operations background, an office management background, and/or early-stage HR — what matters more than your path is your judgment, your discretion, and your ability to operate with professionalism in every interaction.

Requirements

A proactive attitude with a passion for creating a welcoming and high-functioning office environment.
A hospitality-first approach to office management, ensuring common areas, meeting rooms, and shared spaces are consistently functional, polished, and inviting.
Exceptional situational awareness and the ability to solve problems or anticipate needs before they escalate.
Proven ability to handle confidential information with the utmost discretion and sound judgment.
Ability to remain flexible and calm under pressure while managing shifting priorities and competing demands.
A visible, high-energy presence who actively engages with the office environment and the people in it.
Strong written communication skills, including the ability to draft professional messages that match the company tone and audience.
Ability to evaluate how operational and administrative decisions impact team morale, culture, and leadership alignment.
Demonstrated ability to assess when to move independently versus when a decision requires leadership visibility or input.
Exceptional verbal skills for professional interaction with colleagues, executives, and external partners.
Proficiency in Google Workspace, Slack, and video conferencing platforms, with the ability to troubleshoot basic AV and hardware issues independently.
Strong organizational skills and the ability to manage multiple concurrent priorities with meticulous attention to detail, working independently in a fast-paced, complex environment.
Experience in vendor relations and coordination, ensuring high standards of service delivery and cost-effectiveness.

Nice To Haves

Working knowledge of AI productivity tools (e.g., Claude, Gemini).
A basic eye for layout and design (e.g., Canva or PowerPoint) to support internal documentation, office signage, and culture and recognition materials.
Chamber, association, nonprofit, or startup/SMB (small-to-mid-size business) background
Event logistics and coordination
Non-profit experience
Internal branding and culture material execution
Working knowledge of HRIS (Human Resources Information Systems) or ATS (Applicant Tracking System)
Cross-functional or executive-facing coordination

Responsibilities

Coordinate and execute complex scheduling with external parties or for operational initiatives.
Support the development and distribution of internal communications content that keeps the team informed, connected, and culturally aligned.
Maintain the office environment in a constant state of readiness, ensuring all physical spaces are polished and professional, and serving as the primary point of contact for facility inquiries and immediate office needs.
Support company-wide meetings, overseeing video systems, live chat engagement, and presentation flow.
Conduct daily walkthroughs of the office to identify and resolve any facility or aesthetic issues before they impact the team.
Manage vendor relationships and support office inventory needs to ensure the facility is fully stocked and operational at all times.
Coordinate and execute internal culture projects, employee recognition initiatives, and onsite events in support of leadership-driven priorities, ensuring all logistics, catering, tech, and materials are confirmed well in advance.
Provide flexible HR administrative support including maintenance and filing of employee records, talent acquisition coordination, and onboarding logistics.
Support talent acquisition logistics including interview scheduling, candidate communications, and coordination as directed by the HR Director.
Provide administrative support to the Compliance division which can include, but is not limited to, special projects, documentation, and operational initiatives.
Other job duties, as assigned.

Benefits

Salary commensurate with experience and regular performance reviews.
401(k) retirement plan to help you reach your long-term financial goals.
Company-paid Short-Term and Long-Term Disability, plus additional optional and voluntary life insurance plans.
Premium insurance package (e.g. medical, dental, vision, pet insurance, etc).
Priority access to our diagnostic evaluation(s).
Ten (10) observed Paid Holidays (including your birthday!)
A flexible hybrid model, designed to balance deep work with team synergy.
Our office features a regularly stocked pantry and pop machine with four (4) flavors to keep you fueled.
Regular company meetings provided lunches.
We welcome your well-behaved companions through our canine pet policy.
Professional development opportunities
A dedicated Professional Development Reimbursement Program to support your growth.
Team-building events to foster a strong organizational culture.