Office Administrator

Ultimate Staffing; San Jose (CA); On-site; USD 65,000 - 80,000; Full time

Job summary

Ultimate Staffing in San Jose, CA is seeking an experienced Operations Administrator for a temp-to-hire onsite role that supports Workplace and Building Operations to maintain a safe, organized, and efficient environment.

The ideal candidate will manage daily operations, coordinate vendors and workplace programs, and deliver exceptional service to employees, visitors, and stakeholders with minimal direction.

Qualifications

• 6+ years of experience in workplace operations, facilities support, or office administration.
• High school diploma or equivalent; higher education preferred.
• Ability to work with minimal direction and resolve moderately difficult issues.

Responsibilities

• Lead the day-to-day operation of the workplace and resolve issues.
• Support front desk activities and provide coverage as needed.
• Coordinate vendors and service providers to ensure quality service.
• Maintain accurate records and documentation; update procedures and training materials.
• Support purchasing, invoices, and other administrative tasks.

Skills

Workplace operations

Office administration

Vendor coordination

Communication

Microsoft Office

Education

High school diploma

Associate/Bachelor degree preferred

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Teams

Job description

Ultimate Staffing is partnering with an innovative and growing organization in San Jose, CA to identify an experienced Operations Administrator for a temp-to-hire opportunity. This onsite role supports Workplace and Building Operations by ensuring a safe, organized, and efficient work environment. The ideal candidate will bring a strong background in workplace operations, office administration, or facilities support, with the ability to independently manage daily operations, coordinate vendors and workplace programs, and deliver exceptional service to employees, visitors, and stakeholders.

Schedule:

Monday-Friday, 8:30 AM-5:00 PM (100% Onsite)

About the Team:

The Workplace and Building Operations team supports safe, organized, and welcoming site operations across our San Jose campus. This role manages workplace operations responsibilities, including site standards, vendor coordination, systems, and cross-functional programs, with the judgment to resolve issues and recommend improvements with minimal direction.

What We Need:

An experienced, resourceful workplace operations professional who independently manages assigned work, maintains standards and procedures, and exercises sound judgment to resolve operational issues. This person provides operational leadership within assigned areas and serves as a trusted resource to team members, stakeholders, and leadership.

What You'll Do:

Workplace Operations Leadership

• Lead the day-to-day operation of the workplace and help resolve issues that come up.
• Support front desk activities and step in when extra coverage is needed.
• Identify and address recurring workplace issues to keep things running smoothly.
• Provide friendly, professional support to employees, visitors, vendors, and other guests.
• Follow and promote workplace safety, security, building access, and visitor procedures.
• Coordinate office supplies, deliveries, resources, and administrative support to ensure smooth daily operations.

Site Standards, Audits & Remediation

• Inspect the workplace to ensure 6S and site standards are maintained and address any issues.
• Keep assigned work areas safe, organized, clean, and ready for employees and visitors.
• Coordinate vendors and service providers to ensure quality service and resolve concerns as they arise.

Events & Cross-Functional Programs

• Guide company events and workplace programs, including logistics, vendors, and stakeholder communication
• Coordinate cross-functional requests, prioritize competing needs, and resolve issues within scope
• Represent Workplace Operations in assigned program communications and cross-functional discussions

Systems, Documentation & Process Improvement

• Manage service requests and ensure issues are resolved.
• Keep accurate records and documentation up to date.
• Maintain procedures, training materials, and other operational documents.
• Support purchasing, invoices, and administrative tasks.
• Use feedback, data, and observations to identify opportunities for improvement.
• Recommend practical solutions to improve workplace operations and services.
• Perform other duties as assigned.

Skills You’ll Need:

• 6+ years of experience in workplace operations, facilities support, or office administration
• High school diploma or equivalent required; Associate's/Bachelor's or equivalent experience preferred
• Demonstrated ability to work with minimal direction
• Ability to independently resolve moderately difficult issues and exercise sound judgment in determining when escalation is appropriate
• Strong written and verbal communication skills and ability to represent Workplace Operations professionally
• Proficiency in Microsoft Office and collaboration tools (Outlook, Excel, PowerPoint, Teams)
• Strong organization, discretion, and ability to manage sensitive information and competing priorities
• Consistent, reliable attendance and punctuality, with demonstrated follow-through on deadlines and commitments
• Professional demeanor and presentation appropriate for a high-visibility, customer-facing environment

Nice to Have:

• Experience with workplace software, access/visitor management, collaboration, or reporting tools

Physical Requirements:

• Ability to sit, stand, walk, bend, and use a computer for extended periods
• Ability to travel between campus buildings and lift/carry up to 25 lbs, with or without reasonable accommodation

Onsite:

This position is required onsite five (5) days per week and requires reliable coverage and scheduling flexibility based on business needs, including occasional early starts or extended hours. Remote work is not available for this role.

Salary range is shared during recruitment and determined by experience and background. Once converted to a full time regular employee company offers a comprehensive benefits plan including employee-paid health care, Employee Stock Purchase Plan (ESPP), and other benefits.

Equal Opportunity Employer

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive benefits and privileges of employment. Please contact us to request an accommodation.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.