Office Administrator

Job description

Job Overview: In this role, you will own and elevate the onsite workplace experience, serving as the primary operational anchor and brand ambassador for front-office operations. You will manage end-to-end visitor and candidate hospitality, oversee badging compliance and mail/logistics, and drive daily facility readiness across common areas, conference rooms, and kitchen spaces. Functioning with high autonomy and proactive initiative, this role manages daily administrative ticketing, supports vendor/catering logistics, and serves as a key operational contributor to company events and team initiatives. Key Responsibilities and Duties Guest & Candidate Experience (Ownership & Hospitality) Own the onsite guest, client, and candidate welcoming experience, maintaining high-touch hospitality and seamless front-desk coverage. Partner with Talent Acquisition to coordinate candidate arrivals, manage visitor check-in workflows, and lead engaging office tours. Badging, Visitor Administration & Security Compliance Oversee visitor access control and badging workflows in strict accordance with company security protocols (HiTrust/IT Security). Manage temporary badge issuance, lead new hire badge onboarding, and execute prompt badge deactivations with IT. Audit, compile, and submit monthly visitor and badge activity reports for IT Security. Mail, Deliveries & Supply Chain Logistics Manage end-to-end incoming/outgoing mail, courier services, and package distribution. Coordinate offsite mail collection, scanning, and digital distribution workflows. Oversee shipping and receiving operations (UPS/FedEx), tracking expenses, and resolving delivery discrepancies. Kitchen, Catering & Vendor Operations Coordinate daily kitchen operations, commercial inventory levels, and food/beverage presentation standards. Serve as backup coverage for morning grocery procurement (6:30–7:30 a.m. window), coffee bar setup, and kitchen readiness prior to 8:30 a.m. Oversee mid-day and afternoon restocking, appliance maintenance, and dishwasher operations. Drive onsite catering execution, managing setup, vendor arrivals, and post-event cleanup. Office Readiness & Conference Room Operations Maintain facility readiness and presentation standards across all conference rooms, common spaces, and workstations. Lead Friday office resets, including coffee bar maintenance, refrigerator clean-outs, and conference room walkthroughs to ensure tech and supply replenishment. Coordinate weekly new-hire desk setup logistics and oversee facilities services (e.g., office laundry, cleaning vendors). Workplace Operations & Cross-Functional Support Act as a core operational resource by triaging, prioritizing, and resolving workplace administrative requests via JIRA ticketing. Manage and maintain company resource programs, including the employee library system and local community outreach programs (e.g., Padron Elementary donation drives). Provide key operational and logistical support for company retreats, onsite leadership meetings, and employee culture events. Skills & Qualifications: 3-5+ years of experience in front office administration, reception, or customer-facing operations roles. High School Diploma or equivalent required; Associate’s or Bachelor’s degree preferred. Working knowledge of office operations, badge management systems, and basic facilities coordination. Strong organizational and time-management skills; clear verbal and written communication; software proficiency in Google Suite. Available to work onsite Monday-Friday from 8am-4pm or 830am-430pm. We value being together : We believe being together enables stronger relationships, collaboration, and culture. This position is in office and candidates must be located in Austin, Texas or Madison, Wisconsin. Perks at Findhelp 401k & equity grants Free food and onsite gym at our Austin HQ Paid parental leave Competitive PTO & 10 paid holidays Comprehensive Medical, Dental, and Vision insurance with 100% company-paid coverage for employee only coverage Dog-friendly office in Austin HQ 24/7 access to telemedicine and counseling Book Purchasing Program We’re building a diverse, inclusive team You’re welcome here. We want everyone to be able to easily connect to the help they need, and we want our teams to reflect and represent our communities. It is our policy to recruit, hire, train, and promote individuals, as well as administer any and all Company policies, without regard to age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin or ancestry, physical and mental ability, political affiliation, race, religion, creed, sexual orientation, socio-economic status, veteran status, or any other protected class, in accordance with applicable laws. Accommodations are available for applicants with disabilities. Here are some of the ways we support our staff: Culture Committee Leadership Development Training Paid Volunteering Time We’re changing the way people connect to social care. At Findhelp, we’ve built a comprehensive platform of products and services that make it easy for you to connect people to resources, follow them on their journey, and track your impact in a fast and reliable way. Our industry-leading social care network includes more than half a million local, state, and national programs that serve every ZIP Code in the country, from rural areas to major metropolitan centers. Findhelp is headquartered in Austin, Texas and has been enabling healthcare, government, education, and other organizations to connect people with the social care resources that serve them, with privacy and security, since 2010. As a mission driven organization, we are focused on creating a positive impact by connecting people in need to the programs that serve them with dignity and ease. Powered by our proprietary technology that enables people to find the resources available in their area, we have helped millions of Seekers find food, health, housing and employment programs.