Grass Valley

Role Summary We are looking for a highly organized and resourceful Office Administrator to oversee daily business operations and ensure an efficient, well-supported workplace. This role requires strong attention to detail, the ability to manage multiple priorities, and a proactive mindset to streamline processes, support employees, and maintain compliance across administrative functions. Key Responsibilities - Manage office operations including procurement of supplies, consumables, and equipment, ensuring uninterrupted business functions. - Oversee facilities and building services, including housekeeping, repairs, and maintenance, in coordination with property management. - Administer contracts, leases, and vendor relationships, including renewals, compliance documentation, and cost optimization. - Provide end-to-end employee support including travel bookings, transportation, hospitality arrangements, ID/access management, and event logistics. - Oversee IT and communication assets (laptops, mobile devices, SIM cards, data cards, Wi-Fi) including vendor coordination, procurement, and inventory tracking. - Maintain accurate records of office assets, vendor invoices, and insurance policies; ensure timely renewals and claim processing. - Prepare and monitor administrative budgets, process expenses, and manage payments through corporate finance systems. - Partner with HR to support onboarding, offboarding, and benefits administration (health insurance, GPA, employee claims). - Develop and deliver regular administrative reports and dashboards for management. - Continuously identify and implement improvements to enhance efficiency, reduce costs, and digitize workflows. Administration & Office Activities - Coordinate with transportation providers for employee and guest travel. - Organize employee celebrations and guest hospitality, including catering and event arrangements. - Arrange printing of branded office materials such as business cards, envelopes, and signage. - Manage recurring orders for water, pantry supplies, and consumables for refreshment stations. - Oversee lease agreements, office maintenance contracts, and related renewals. - Arrange mobile and internet services (SIM cards, international roaming, Wi-Fi data cards) as needed. - Manage hotel reservations and event logistics for staff and guests during business travel and exhibitions. - Coordinate procurement and lifecycle management of IT assets (e.g., laptops, iPhones), ensuring timely setup, repairs, and vendor payments. - Serve as the point of contact for network and IT service providers to resolve issues promptly. - Liaise with HR and insurance brokers to manage employee health insurance and benefits. Key Result Areas (KRA) - Maintain uninterrupted availability of critical office supplies and services. - Ensure 100% compliance on lease agreements, vendor contracts, and statutory renewals. - Deliver accurate budget reports within defined variance thresholds (<5%). - Provide seamless employee support across travel, onboarding, and claims within established SLAs. - Maintain high employee and guest satisfaction with administrative support and workplace environment. Qualifications & Skills - Strong organizational and multitasking skills with a focus on attention to detail. - Proficiency in Microsoft Office and Google Workspace; familiarity with ERP or procurement portals is a plus. - Excellent communication, vendor management, and negotiation skills. - Ability to work independently while maintaining confidentiality and professionalism.