Job Description

Position Summary

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.

Front Desk, Visitor Experience & Office Presence

· 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

Workplace Operations & Facilities Management

· 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 Centres of Excellence (i.e. Facilities Team, Security Team, etc.) with frequent communication and follow-through

Supplies, Inventory & Vendor Coordination

· 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

Administrative, Executive & Team Support

· 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

Safety, Security, Compliance & Continuous Improvement

· 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

Required Qualifications

· 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)

Preferred Qualifications

· 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