Office Administrator

Pivotal Systems; Fremont (CA); On-site; USD 52,000 - 75,000; Full time

Job summary

Pivotal Systems in Fremont, CA is seeking an Office Administrator to handle visa and travel coordination, office operations, and HR support. The role requires 3–5 years of relevant experience and strong organizational skills.

Proficiency with Microsoft Office and the ability to manage confidential information are essential. You will liaise with embassies and travel agencies, coordinate domestic and international travel, and ensure timely visa processing in a fast-paced environment.

Qualifications

• Bachelor's degree or diploma in Business Administration or related field.
• 3–5 years of experience in office administration, travel coordination, or visa processing.
• Strong knowledge of visa application procedures and international travel requirements.
• Excellent organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information professionally.

Responsibilities

• Manage day-to-day office administration and ensure efficient office operations.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and travel itineraries.
• Process business visas, work permits, and other immigration-related documentation for employees and visitors.
• Liaise with embassies, consulates, immigration consultants, and travel agencies to ensure timely visa processing.
• Monitor passport and visa validity and coordinate renewals before expiration.
• Maintain accurate records of employee travel, visa status, and immigration documents.
• Prepare travel authorization requests, expense reports, and travel budgets.
• Coordinate meeting room bookings, office events, and visitor management.
• Manage office supplies, vendor relationships, and facility maintenance.
• Support HR with employee onboarding, documentation, and administrative tasks.
• Ensure compliance with company travel policies and immigration regulations.

Skills

Office administration

Travel coordination

Visa processing

Communication

Microsoft Office

Data confidentiality

Education

Bachelor's degree in Business Administration

Job description

Office Administrator

Job Summary

The Office Administrator – Visa and Travel Coordination is responsible for ensuring the smooth operation of the office while managing employee travel and visa-related processes. This role supports business operations by coordinating domestic and international travel, handling immigration documentation, maintaining administrative records, and providing general office support.

Key Responsibilities

• Manage day-to-day office administration and ensure efficient office operations.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and travel itineraries.
• Process business visas, work permits, and other immigration-related documentation for employees and visitors.
• Liaise with embassies, consulates, immigration consultants, and travel agencies to ensure timely visa processing.
• Monitor passport and visa validity and coordinate renewals before expiration.
• Maintain accurate records of employee travel, visa status, and immigration documents.
• Prepare travel authorization requests, expense reports, and travel budgets.
• Coordinate meeting room bookings, office events, and visitor management.
• Manage office supplies, vendor relationships, and facility maintenance.
• Support HR with employee onboarding, documentation, and administrative tasks.
• Ensure compliance with company travel policies and immigration regulations.

Qualifications

• Bachelor's degree or diploma in Business Administration, Office Management, or a related field.
• 3–5 years of experience in office administration, travel coordination, or visa processing.
• Strong knowledge of visa application procedures and international travel requirements.
• Excellent organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with professionalism.

Preferred Skills

• Experience coordinating corporate travel for international employees.
• Familiarity with immigration regulations and visa documentation.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and manage multiple priorities in a fast-paced environment.