Office Administrator Jobs

About The Position

Requirements

• 3+ years of experience in office administration, HR support, executive support, or a related role
• Experience supporting a mid-sized office environment and coordinating multiple priorities with minimal supervision

Nice To Haves

• Experience with HRIS systems (e.g., UKG) and standard onboarding documentation processes
• Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong attention to detail and ability to manage confidential and sensitive information with discretion
• Strong communication, customer service, and relationship-management skills across all levels of the organization.
• Organization and time management
• Attention to detail and follow-through
• Customer service and employee experience mindset
• Problem-solving and sound judgment

Responsibilities

• Maintain employee records and upload or file documentation in HR systems in a timely and accurate manner.
• Support onboarding processes for new hires, including background screenings, Form I-9 completion, E-Verify processing, orientation logistics, badge and workspace readiness, and first-day coordination.
• Serve as a key point of contact for new hires and hiring managers throughout the onboarding process, providing status updates and ensuring a positive transition into the organization.
• Coordinate employee offboarding activities in partnership with HR and managers, including termination documentation, system notifications, building access removal, and state-required reporting.
• Process employee applications for corporate credit cards and support administration of employee programs and related accounts, including enrollment, maintenance, and usage review.
• Administer tuition reimbursement and similar employee support programs, including tracking submissions, approvals, documentation, and payroll coordination.
• Assist with document retrieval from legacy employee files and respond to routine HR document and records requests while maintaining confidentiality.
• Process HR-related invoices and route them for approval; maintain organized records of submissions and supporting documentation.
• Support unemployment claims, employment verification requests, and other routine HR administrative processes in coordination with the HR team.
• Provide regular onboarding, employee transaction, and status updates to HR, recruiting, and business leaders as needed.
• Serve as the primary office administrator for a location of approximately 120 employees, ensuring smooth daily operations and a professional work environment.
• Coordinate office access and occupancy needs, including parking assignments, building badges, visitor registration, seating changes, and communication with building management.
• Manage office facilities, maintenance requests, repairs, security issues, and building communications; escalate issues as needed and follow through to resolution.
• Monitor, order, and maintain office, kitchen, and conference room supplies; manage inventory levels and support cost-conscious purchasing practices.
• Coordinate vendor services and deliveries, including office shipments, courier activity, catering, service technicians, and purchase order receipts.
• Sort and distribute incoming mail, manage shared office communications such as voicemail or front desk inquiries, and serve as a central point of contact for general office questions.
• Process office-related invoices and expense submissions, including coding, routing, and follow-up for approval and payment.
• Plan and coordinate internal meetings, employee events, team lunches, and onsite activities that support employee engagement and office culture.
• Partner with leaders and event stakeholders to coordinate executive and Board meetings hosted in the office, including room readiness, guest access, catering, seating, materials, technology coordination, and day-of logistics.
• Prepare conference rooms and common areas for high-visibility meetings and visitors, ensuring spaces are clean, stocked, and aligned with company standards.
• Act as the primary contact for the Maricopa Travel Reduction Program and maintain required documentation and audit compliance.
• Provide light administrative support to 3-4 members of our executive/senior leadership team, including calendar coordination, meeting scheduling, travel support, expense reporting, and preparation of meeting materials.
• Assist senior leaders and visiting executives with onsite logistics, hospitality, and coordination for executive and Board-related activities.

Benefits

• tuition reimbursement