Office Administrator

Harris Technology Services; West Chester (Chester County); On-site; USD 42,000 - 60,000; Full time

Job summary

Harris Technology Services is seeking an Office Administrator for our West Chester headquarters. The role covers front desk duties, mail handling, and coordinating day-to-day office operations in a non-remote setting.

You will also manage certificates of insurance, licensing renewals, and onboarding for vendors and subcontractors, ensuring documentation is current and compliant, with strong collaboration across teams.

Qualifications

• 2+ years of office administration or coordination experience.
• Strong organizational skills with hard deadlines and careful tracking.
• Proficient with Microsoft 365 (Outlook, Word, Excel, Teams).
• Clear and professional communication in person, by phone, and in writing.
• Reliable attendance during business hours.

Responsibilities

• Answer main phone lines and greet visitors; direct callers and visitors to the right person.
• Receive and route mail, packages, and deliveries; prepare outgoing shipments.
• Order office supplies and manage day-to-day office vendors.
• Keep the front desk, common areas, and conference rooms presentable and ready for customer visits.
• Support room scheduling and day-to-day office needs as they come up.

Skills

Office administration

Calendar management

Communication skills

Attendance reliability

Deadline tracking

Tools

Microsoft 365

Outlook

Excel

Teams

Gusto

Job description

Key Responsibilities

Front Desk and Office

• Answer main phone lines and greet visitors; direct callers and visitors to the right person.
• Receive and route mail, packages, and deliveries; prepare outgoing shipments.
• Order office supplies and manage day-to-day office vendors.
• Keep the front desk, common areas, and conference rooms presentable and ready for customer visits.
• Support room scheduling and day-to-day office needs as they come up.

Certificates of Insurance

• Send certificates of insurance (COIs) to customers the same day they are requested, working with our insurance broker.
• Collect and verify COIs and insurance endorsements from subcontractors before their first job.
• Track policy and COI expiration dates and follow up before coverage lapses.

Licensing

• Maintain the roster of HTS alarm contracting licenses - 31 states, the District of Columbia, and Alberta - including renewal dates, fees, and current status.
• Prepare state renewal paperwork and filings with our licensing lead, on each state's schedule.
• Track qualifier and continuing-education requirements where states require them.
• Keep license records organized and retrievable for customer, insurance, and audit requests.

Vendor and Subcontractor Onboarding

• Run onboarding for new vendors and subcontractors with our staff accountant: W-9, certificate of insurance, and a signed agreement before the first purchase order or first job.
• Keep vendor files current - W-9s, insurance, agreements - and flag documents that are missing or about to expire.

People Operations Support

• Coordinate new-hire logistics: paperwork, equipment, and badges ready before day one.
• Run the offboarding checklist on an employee's last day - badge deactivation, equipment return, access removal - completed the same day.
• Support people-ops paperwork and records as assigned by the Chief of Staff.

Qualifications

Required

• 2+ years of office administration, office coordination, or a similar role.
• A personal system for tracking deadlines - you keep it current and you do not let dates slip.
• Proficient with Microsoft 365 (Outlook, Word, Excel, Teams).
• Clear and professional communication in person, by phone, and in writing.
• Reliable attendance - this role staffs the front desk during business hours.

Preferred

• Experience with certificates of insurance, contractor licensing, or vendor compliance, especially in construction, security, or IT.
• Experience with new-hire or HR paperwork.
• Familiarity with an HR platform such as Gusto.

Work Environment

• In office, Monday-Friday, 9:00 a.m.-5:00 p.m., at our West Chester headquarters (WCHQ), 5 W Gay Street, West Chester, PA 19380. This is not a remote or hybrid role.
• Office environment with regular interaction with staff across our network operations center, field service, and project teams, plus visitors, couriers, and vendors.
• Front desk coverage during business hours, Monday through Friday.
• Occasionally lift and move deliveries and supply orders.
• The pace varies: a steady office routine, punctuated by same-day COI requests and renewal deadlines.