Office Administrator

Job Description

ABOUT JOB

• The Office Administrator provides day-to-day administrative support for the Austin office. This role helps maintain an organized, welcoming, and efficient office environment supporting staff, guests, and members. We are looking for someone with a positive attitude, strong work ethic, and a willingness to help wherever needed. Reliability, professionalism, and a collaborative mindset are essential for success in this role.

Key Responsibilities

Daily Responsibilities

• Manage incoming office communications including mail distribution, scanning, shared email monitoring, and answering/screening phone calls
• Respond to member and employee inquiries, including preparing invitation letters and providing administrative support as needed
• Collect, organize, and submit receipts, invoices, and expense documentation for accounting and Accounts Payable processing
• Coordinate invoice approvals and provide weekly documentation to finance and accounting teams

Weekly and Monthly Responsibilities

• Coordinate domestic and international shipping, including preparing documents and packages for employees and members
• Maintain office operations by managing phone directories, employee badge access, printers/copiers, paper supplies, and communication with building management for maintenance or repair needs
• Plan and coordinate employee events, lunches, birthday celebrations, and service anniversary recognition programs
• Order business cards, office supplies, breakroom supplies, and other operational materials as needed
• Support accounting and finance functions by organizing invoices, processing expense reports, verifying vendor banking information, obtaining corporate credit card statements, and submitting documentation to Accounts Payable
• Assist employees with visa documentation and administrative paperwork related to international business travel and meetings
• Coordinate with external vendors and service providers, including telecom, shipping, office equipment, and award vendors
• Support continuous improvement efforts by working with finance and operations teams to identify cost-saving opportunities and improve office efficiency

Experience & Qualifications

• 4+ years of successful administrative/office support experience
• Professional demeanor and strong customer service mindset
• Proficient with Microsoft Office, web-based software applications, and general office equipment

Skills & Attributes

• Strong communication and organizational skills
• Ability to multitask, remain focused, and work independently
• Detail-oriented, organized, and proactive

Education

High School Diploma required; Associate degree preferred.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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