Office Administrator

Vital Mechanical Service; United States; On-site; USD 40,000 - 55,000; Full time

Job summary

A mechanical services company seeks an Office Administrator to manage office tasks and support operations. This role involves front desk duties, organizing company functions, ensuring safety compliance, and maintaining an efficient workspace. The ideal candidate is proficient in MS Office, detail-oriented, and able to adapt quickly. The position is office-based, with occasional site visits and physical demands like lifting and operating a forklift.

Qualifications

• Proficient in using MS Office Suite and Apple products.
• Excellent at staying organized and paying attention to details.
• Quickly adapts to changes.
• Demonstrates creative abilities.

Responsibilities

• Manage office administration and provide operational support.
• Serve as the primary front desk and phone contact.
• Receive and process incoming packages.
• Support office operations by occasionally operating a forklift.
• Run local company errands as needed.
• Maintain tidiness of kitchens, conference rooms, and shared spaces.
• Schedule and coordinate facilities inspections.
• Support Human Resources with onboarding and offboarding tasks.
• Perform and document monthly inspections for safety compliance.
• Coordinate uniform needs for field technicians.

Skills

MS Office Suite

Organizational skills

Attention to detail

Adaptability

Creative abilities

Job description

The Office Administrator is responsible for managing all aspects of the office while executing administrative duties as assigned. You work collaboratively with all staff in the Vital Mechanical Service organization, providing much needed administrative support. This position is the first point of contact and must maintain a professional, clean, and neat company image along with a positive, customer service-oriented demeanor while always striving to excel and improve in their duties.

As the Office Administrator, you are a key link in supporting the efficient and smooth day-to-day operations of Vital Mechanical Service.

Specific Responsibilities

• Office Administration & Operational Support
• Serve as the primary front desk and phone contact, identifying caller needs and routing calls appropriately
• Receive and process incoming packages: open, verify PO, research, tag, notify team, and place items in designated shop areas
• Support office operations by occasionally operating a forklift to safely offload materials at the office (will provide training)
• Collect, process, and distribute incoming mail
• Run local company errands as needed
• Support employee engagement and meetings by ordering food, preparing meeting spaces, and managing post-meeting cleanup.
• Maintain light, day-to-day tidiness of kitchens, conference rooms, and shared spaces between professional cleanings
• Schedule and coordinate facilities inspections and services as directed by management.
• Support setup and maintenance of employee electronics (iPads, iPhones, laptops, etc.)
• Coordinate employee appreciation efforts, including birthdays, anniversaries, and updating picture walls
• Keep internal process documentation up to date
• Maintain organized and current filing systems
• Support Human Resources with various projects, including:
  • Onboarding: preparing handbooks, executing assessments, and setting up new hires
  • Offboarding: collecting company assets, terminating services, and coordinating transitions
• Other duties as assigned
• Safety & Code Compliance Tracking
  • Perform and document monthly inspections of fire extinguishers, AED and exit signs to ensure code compliance.
  • Maintain and reorder items in the safety supply closet as needed.
• Uniform & Fleet Vehicle Support
  • Coordinate uniform needs for all field technicians, including ordering, distribution, and replacements.
  • Support scheduling and follow-up for all technician fleet vehicle issues, repairs and maintenance coordinated with the technicians coordinator.
  • Fleet administration including but not limited to setup and maintenance of GPS dashboard, vehicle files, licensing renewal, Good to Go Passes, gas cards and coordinating vehicle repair and service.

Qualifications

• Proficient in using MS Office Suite and Apple products.
• Excellent at staying organized and paying attention to details.
• Quickly adapts to changes.
• Demonstrates creative abilities.

Physical Demands

While performing this job's duties, the employee will be on a computer consistently. This position requires occasional use of personal vehicle, a valid Washington State Driver’s License, and vehicle insurance per state requirements, the ability to occasionally lift and/or move up to thirty-five (35) pounds.

This role is office-based, with occasional opportunities for on-site job site visits. Occasional lifting or moving up to thirty-five (35) pounds is required. Occasional use of a forklift.