Office Administrator

Office Administrator

HIGHLIGHTS
Location:Scottsdale, AZ US 85251
Position Type: Contract (Length: Mid April - October 2026)
Schedule: Monday through Thursday - 8:00 am-4:00 pm
(Approximately 30-35 hours/week - with the ability to work occasional overtime if needed)
Hourly / Salary: $25/hourly pay rate
Residency Status: US Citizen or Green Card Holder ONLY

Position Overview
Our client is seeking a highly organized, customer-focused Office Coordinator/Receptionist to serve as the first point of contact for our office and provide comprehensive administrative support. This role blends front desk operations, facilities coordination, executive support, and event planning, making it ideal for someone with strong multitasking, communication, and office management skills.

Key Responsibilities

• Greet and welcome guests with professionalism and exceptional customer service.
• Manage mail distribution and shipping logistics, including generating UPS labels and coordinating pickups.
• Coordinate meeting logistics, including conference room scheduling, room setup, catering orders, and visitor accommodations (flights, hotels, car services).
• Create employee door badges and coordinate parking access requests.
• Partner with IT to ensure office technology (printers, monitors, projectors, iPhones, iPads) is operational and manage mobile device inventory.
• Order and maintain office supplies and equipment inventory to ensure business continuity.
• Act as facilities liaison, coordinating with third-party vendors (building management, electricians, handyman services, printer maintenance, etc.).
• Oversee workplace organization and office administration standards, maintaining clean and functional conference rooms, kitchen, and common areas.
• Restock refreshments, snacks, and kitchen supplies as needed.
• Plan and execute employee engagement events, including holiday parties, quarterly office events, celebration lunches, and Family Day activities.

Administrative Support

• Provide general administrative support, including data entry, mail assembly, document preparation, and internet research.
• Distribute internal and external communications (memos, notices, announcements).
• Manage executive calendar scheduling, resolve conflicts, and coordinate internal/external meetings in partnership with other administrative staff.
• Arrange executive travel, including booking flights, hotels, and transportation.
• Support employee onboarding logistics and new hire setup.
• Assist with ad-hoc projects and special assignments as needed.

Qualifications

• Proficiency in Microsoft Office (Word, Excel) or Google Workspace (Docs, Sheets, Slides), with the ability to quickly learn new software and in-house systems.
• Experience working with accounting systems, databases, or enterprise resource planning (ERP) tools preferred.
• Strong technical aptitude with the ability to troubleshoot office equipment (printers, scanners, AV equipment, HDMI projectors).
• Prior experience in Office Administration, Reception, Office Coordination, or Executive Assistant roles, ideally within a corporate or multinational environment.
• Strong interpersonal communication skills with the ability to engage professionally across all organizational levels and with external partners.
• High attention to detail, accuracy in data entry, and strong organizational skills.
• High School Diploma or GED required; Associate’s or Bachelor’s degree preferred.

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