POSITION DESCRIPTION:
The Office Administrator plays a vital role in the day‑to‑day operations of Exclusive Resorts. This position ensures a smooth, welcoming, and well‑organized workplace by overseeing front‑desk activities, office supplies, vendor relationships, facilities coordination, and administrative support across multiple departments. Serving as the primary point of contact for all office‑related needs, the Office Administrator helps maintain a positive experience for both employees and guests. This role reports to the Vice President, Human Resources.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:
- Create a warm, professional, and welcoming environment for employees, guests, and vendors
- Manage front‑desk responsibilities, including greeting visitors, answering and directing calls, and monitoring voicemail
- Oversee conference room scheduling, guest office reservations, and front‑desk coverage during breaks or absences
- Maintain common areas, kitchen/break room equipment, and general office organization
- Process incoming mail and packages; log deliveries and obtain employee signatures
- Manage company FedEx accounts and outgoing shipments
- Monitor, order, and restock general office supplies
- Serve as the primary contact for building maintenance issues; coordinate with McGregor Square for timely resolution
- Manage employee access fobs and maintain accurate records
- Communicate building and office updates to employee
- Generate, code, and audit invoices for HR and Office functions; maintain RAMP account accuracy
- Support company gift ordering, tracking, and vendor relationships
- Order and distribute snacks
- Coordinate office catering within budget
- Create and maintain company organizational charts
- Recommend improvements to office procedures and workflows
- Perform additional duties as assigned
EDUCATION, SKILLS, AND EXPERIENCE:
- 2-3 years of experience in office management or a related administrative role, or an equivalent combination of education and experience
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, etc.)
- Strong ability to manage calls, visitors, staff requests, and daily office needs with professionalism and service orientation
- Self‑starter with the ability to work independently, prioritize competing demands, and handle last‑minute requests
- Comfortable managing multiple tasks in a fast‑paced environment with frequent interruptions
- Strong problem‑solving skills, attention to detail, and accuracy
- High initiative and a collaborative mindset
- Ability to manage inbound calls, office visitors, staff requests, daily office responsibilities, and project assignments with equal levels of service and professionalism
- Ability to focus on multiple tasks with frequent interruptions
- Problem analysis and problem-solving skills
- Attention to detail and accuracy
- High level of initiative and works well in a team environment
- Plans and carries out responsibilities with minimal direction