Front Office Administrator

Carusoaffiliated; United States; On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

Dry cleaning

Car wash

Birthday celebrations

Job summary

Carusoaffiliated is seeking a Front Office Administrator to maintain a professional, welcoming environment for clients and staff. The role requires excellent communication, attention to detail, and ability to manage diverse administrative tasks.

Responsibilities include office upkeep, inventory management, vendor coordination, HR invoice processing, event planning, and calendar/records administration. Occasional travel to properties within the portfolio may be required for support.

Qualifications

• Minimum of 2 years of work experience in customer service or administrative role.
• Proficiency with MS Office, Adobe, and Canva.
• Ability to sit at a desk for extended periods and lift up to 20 lbs.
• Strong written and verbal communication skills.

Responsibilities

• Maintain appearance and functionality of corporate office including cleanliness and supplies.
• Manage inventory and order office/kitchen supplies.
• Liaise with engineering, housekeeping, and vendors for maintenance.
• Process HR invoices and ensure timely payments.
• Establish and maintain filing/record-keeping systems for efficient operations.
• Ensure office equipment is functional and coordinate repairs.
• Plan and support company events and meetings.
• Provide comprehensive admin support including calendar management and document prep.
• Assist HR with onboarding/offboarding and events.
• Serve as central point of internal communications.
• Answer main phone line, route calls, and manage messages.
• Enhance workplace experience with lunches and engagement activities.
• Manage shipping/receiving and mail distribution.
• Coordinate daily employee perks and engagements.

Skills

MS Office

Adobe Suite

Canva

Customer service

Administrative support

Event planning

Communication skills

Multitasking

Education

High school diploma or equivalent

Tools

Copiers

Scanners

Faxes

Door release systems

Printers

Job description

The Front Office Administrator plays a key role in maintaining a professional and welcoming atmosphere for clients and employees. This highly visible position requires exceptional communication skills, attention to detail, and the ability to handle various administrative tasks.

• Maintain the overall appearance and functionality of the corporate office by overseeing cleanliness, service, and stocking of supplies
• Manage inventory levels and order office and kitchen supplies as required, ensuring cost-effectiveness and timely availability
• Liaise with engineering, housekeeping, and external vendors to address maintenance issues promptly and efficiently
• Oversees office operations and HR invoice processing, ensuring accuracy and timely payment for all expenses
• Establish and maintain efficient organizational systems, including electronic filing and record-keeping, contributing to streamlined office operations
• Ensure the functionality of office equipment, managing service calls, and coordinating repairs or replacements when necessary
• Assist in planning and executing company events, programs, and meetings, ensuring seamless logistical support
• Provide administrative support to the office as a whole, including managing conference room calendars, scheduling meetings, and document preparation.
• Assist HR with onboarding new employees, employee offboarding, maintaining office records, maintaining company intranet, and coordinating events (benefits fair, lunch & learns, employee engagement events, employee birthdays)
• Serves as a central point of contact for internal company-wide communications
• Answer the corporate office’s general phone line, transfer calls to the appropriate person, take accurate messages as needed, and promptly route voicemail messages to the correct recipient
• Enhances workplace experience and employee engagement by arranging employee lunches, appreciation day activities, and other interactive office initiatives
• Manages shipping, receiving, and distribution of mail and packages.
• Facilitate daily employee perks and engagements such as dry cleaning, car wash, birthdays, etc.

• Ability to sit at a desk for extended periods.
• Equipment used includes PCs, phones, copiers, scanners, faxes, and door release systems.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint), Adobe, Canva, and basic computer skills.
• Professional demeanor, strong interpersonal skills, and a positive attitude.
• Exceptional attention to detail and strong written and verbal communication skills.
• Ability to multitask, prioritize tasks, and follow through on assignments.
• Problem-solving ability with a proactive approach to resolving issues.
• Ability to travel to and from properties within our portfolio for backup support.
• Flexible availability for occasional evenings, weekends, and holidays for special events.
• Capable of lifting up to 20lbs., handling packages, and distributing mail.
• Experience in office, retail, or hospitality customer service roles.
• Minimum of 2 years of work experience in customer service or administrative role.