Office Administrator

United Mechanical; San Jose (CA); On-site; USD 39,000 - 45,000; Full time

Benefits offered by this job

Health Care Plan

401k with company match

Paid Time Off

Job summary

United Mechanical is seeking an organized Office Administrator to keep the office running smoothly, support daily operations, and serve as the first point of contact for visitors and vendors.

The role involves coordinating supplies, preparing meetings, reconciling expenses, and supporting events in a collaborative team environment. Strong organizational, communication, and detail-oriented skills are essential.

Qualifications

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Professional, courteous approach with employees, visitors, and vendors.
• Attention to detail and accuracy in ordering, expense reconciliation, and recordkeeping.

Responsibilities

• Greet visitors, answer and direct calls, and maintain a welcoming reception area.
• Order office, kitchen, and breakroom supplies and manage deliveries.
• Prepare meetings, coordinate rooms, and handle setup/cleanup.
• Reconcile office expenses and AmEx transactions with proper documentation.

Skills

Organizational skills

Time management

Written & verbal communication

Attention to detail

Reliability

Punctuality

Education

High school diploma or equivalent

Associate degree (preferred)

Tools

Microsoft Office

Job description

Build Your Career with United Mechanical!

United Mechanical is seeking an organized, dependable, and service-oriented Office Administrator to help keep our office running smoothly. If you enjoy supporting others, coordinating details, and creating a welcoming workplace, this opportunity offers a chance to make an impact across our team.

As an Office Administrator, you'll serve as the first point of contact for visitors, vendors, and callers while supporting daily office operations. From coordinating supplies and deliveries to preparing meetings, maintaining shared spaces, and reconciling expenses, you'll help create an efficient and professional environment for employees and guests.

What You'll Do

• Welcome Visitors & Support the Front Desk: Greet guests, check in vendors, answer and direct calls, and maintain an organized, welcoming reception area.
• Keep the Office Stocked: Monitor and order office, kitchen, and breakroom supplies, anticipate replenishment needs, and follow up on deliveries.
• Maintain Kitchens & Shared Spaces: Check breakrooms throughout the day, restock refreshments, organize supplies, wipe down counters and appliance surfaces, and address minor spills. Report larger cleaning, maintenance, or safety concerns to Facilities.
• Manage the Office Snack Market: Receive deliveries, organize inventory, restock displays, check expiration dates, and keep the market tidy.
• Coordinate Meetings & Food Orders: Arrange lunches and food deliveries, confirm quantities and timing, prepare conference rooms, and handle setup and cleanup.
• Handle Mail & Shipments: Distribute incoming mail and packages, prepare outgoing shipments, and coordinate courier services.
• Provide Administrative Support: Assist with scanning, filing, data entry, office records, employee nameplates, and signage.
• Reconcile Office Expenses: Reconcile company American Express transactions, organize receipts, and submit accurate supporting documentation on time.
• Support Events & Team Activities: Help coordinate supplies, preparation, setup, and cleanup for company meetings and events.
• Keep Daily Operations Organized: Maintain ordering records and task checklists, respond to employee requests, and coordinate priorities with your supervisor.

What You'll Bring

Required Qualifications

• High school diploma or equivalent.
• Two or more years of experience in an administrative, office coordination, or front desk role.
• Experience managing office supplies, working with vendors, and supporting general facility needs.
• Proficiency with Microsoft Outlook, Word, and Excel, along with strong general computer skills.

Preferred Qualifications

• Associate degree or higher.
• Basic accounting or expense reconciliation experience, such as credit card reconciliation or invoice tracking.
• Experience in the construction industry.

Knowledge, Skills & Abilities

• Strong organizational and time management skills to balance daily responsibilities and changing priorities.
• Excellent written and verbal communication skills.
• A professional, courteous approach when working with employees, visitors, and vendors.
• Attention to detail and accuracy in ordering, expense reconciliation, and recordkeeping.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Reliability, punctuality, and consistent follow-through.
• A collaborative attitude and willingness to assist with hands-on office tasks.
• Ability to remain composed and helpful in a busy environment.

Work Environment & Physical Requirements

This role combines front desk and computer-based work with regular movement throughout the office, supply stocking, light cleaning, and meeting and event setup. Candidates should be able to lift and move items weighing up to 25 pounds, with or without reasonable accommodation.

Why Join United Mechanical?

At United Mechanical, you'll work with a collaborative team and help create a workplace where employees and guests feel welcomed and supported. Your organization, initiative, and attention to detail will contribute directly to a company that values teamwork, accountability, and continuous improvement.

Come build your career with us!

United Mechanical is an equal opportunity employer. We welcome applicants of all backgrounds and provide equal employment opportunities without regard to any characteristic protected by applicable federal, state, or local law.

We offer a competitive compensation and benefits package designed to support your professional and personal well-being.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k with 4% company match)
• Paid Time Off (PTO & Paid Holidays)

Compensation

$28/hour - $33/hour

Come build your career with us!

United Mechanical is an Equal Opportunity Employer and embraces diversity in our employee population. We provide equal opportunity to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, special disabled veteran, marital status, pregnancy, genetic information, or any other legally protected status.