Office Administrator [AQ-19534]

Aquent; Seattle (WA); On-site; USD 28,000 - 41,000; Part time

Benefits offered by this job

Subsidized health, vision, and dental

Paid sick leave

Retirement plan with match

Free online training via Aquent GymGym

Job summary

Aquent Talent is seeking a systems-minded Office Operations Coordinator in Seattle to run the daily activities that keep our workplace vibrant and efficient. This part-time role (Mon–Fri, about 25 hours) focuses on facilities, events, and employee experience, partnering with technology, HR, and facilities to support a productive, welcoming environment where teams can innovate and collaborate.

You'll manage budgets, onboarding, vendor relationships, and day-to-day operations while delivering

Qualifications

• 2–5+ years in office management or workplace operations in tech.
• Proven track record of delivering employee-facing service with attention to detail.
• Strong organizational and time management skills; able to multitask independently.
• Excellent written and verbal communication; build relationships with internal partners and external vendors.
• Experience managing vendors, coordinating events, and overseeing day-to-day facilities operations.
• Proficiency with Google Workspace.

Responsibilities

• Oversee daily office operations, ensure a clean, safe, and organized environment.
• Manage office, kitchen, and facilities supplies, including monitoring stock levels, overseeing inventory, and handling ordering and restocking.
• Serve as the primary point of contact for facilities and technology-related issues, submitting and monitoring tickets for timely resolution.
• Coordinate with building management and external vendors for repairs, maintenance, cleaning, and other on-site services.
• Handle all incoming and outgoing mail and deliveries, ensuring packages are received and distributed efficiently.
• Collaborate with cross-functional teams (including technology, human resources, and facilities) to provide essential on-ground support and ensure seamless office operations.
• Plan, budget, and execute a variety of site-specific events, such as holiday parties, social gatherings, and team-building activities.
• Support and coordinate on-site programs, including daily meals, snacks, and beverage services.
• Contribute to a lively and inclusive work culture by decorating for holidays and supporting company-wide engagement initiatives.
• Act as a key resource for employees, gathering feedback and communicating important office information.
• Manage and update internal office documentation, such as knowledge base and intranet pages, to ensure information is current and accessible.
• Manage the office budget, track expenses, and provide leadership with ad-hoc administrative requests.
• Facilitate new hire onboarding and orientation for the local office.
• Partner with leadership and the facilities team to assist with space planning and future headcount needs.
• Provide support for key meetings and broadcasts, ensuring technology and logistics run smoothly.

Skills

Office management

Vendor management

Event coordination

Communication skills

Time management

Tools

Google Workspace

Job description

Join a pioneering technology company at the forefront of innovation, dedicated to shaping the future of urban mobility. This organization is committed to creating groundbreaking solutions that enhance daily life and foster a dynamic, collaborative environment where every team member contributes to a larger vision.

Are you a master of organization with a passion for creating exceptional workplace experiences? As an Aquent talent, you will be the heart of our office operations, instrumental in cultivating a vibrant, welcoming, and seamlessly functioning environment that empowers our teams and impresses our visitors. In this pivotal, part‑time role (Monday through Friday, approximately 25 hours weekly, 11 AM – 4 PM), your proactive approach and strategic support will directly contribute to our collaborative culture and operational excellence, making a tangible impact on the daily lives of everyone who steps through our doors, ensuring our office runs smoothly, and creating an environment where innovation thrives and collaboration flourishes.

Your Impact

You will be the central figure ensuring our office runs smoothly, creating an environment where innovation thrives and collaboration flourishes. Your efforts will directly enhance employee well‑being, streamline daily operations, and support strategic initiatives, making a tangible difference in our mission to shape the future.

What You’ll Do

• Workplace Operations:
  • Oversee daily office operations, conducting regular walkthroughs to ensure a clean, safe, and organized environment.
  • Manage all office, kitchen, and facilities supplies, including monitoring stock levels, overseeing inventory, and handling ordering and restocking.
  • Serve as the primary point of contact for facilities and technology‑related issues, submitting and monitoring tickets for timely resolution.
  • Coordinate with building management and external vendors for repairs, maintenance, cleaning, and other on‑site services.
  • Handle all incoming and outgoing mail and deliveries, ensuring packages are received and distributed efficiently.
  • Collaborate with cross‑functional teams (including technology, human resources, and facilities) to provide essential on‑ground support and ensure seamless office operations.
• Employee Experience & Culture:
  • Plan, budget, and execute a variety of site‑specific events, such as holiday parties, social gatherings, and team‑building activities.
  • Support and coordinate on‑site programs, including daily meals, snacks, and beverage services.
  • Contribute to a lively and inclusive work culture by decorating for holidays and supporting company‑wide engagement initiatives.
  • Act as a key resource for employees, gathering feedback and communicating important office information.
  • Manage and update internal office documentation, such as knowledge base and intranet pages, to ensure information is current and accessible.
• Administrative & Strategic Support:
  • Manage the office budget, track expenses, and provide leadership with ad‑hoc administrative requests.
  • Facilitate new hire onboarding and orientation for the local office.
  • Partner with leadership and the facilities team to assist with space planning and future headcount needs.
  • Provide support for key meetings and broadcasts, ensuring technology and logistics run smoothly.

Must‑Have Qualifications

• 2‑5+ years of experience in office management, workplace operations, or a similar role, ideally within a high‑growth technology environment.
• A proven track record of delivering excellent employee‑facing service with strong attention to detail, even in high‑demands situations.
• Strong organizational and time management skills, with the ability to manage multiple tasks, handle shifting priorities, and work independently.
• Excellent written and verbal communication skills, with the ability to build strong relationships with internal partners, leadership, and external vendors.
• Experience managing vendors, coordinating events, and overseeing day‑to‑day facilities operations with a proactive, solution‑oriented approach.
• Proficiency with Google Workspace.

About Aquent Talent

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands.

• Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match.
• We also offer free online training through Aquent Gymnasium.

Aquent is an equal‑opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

Other Requirements

PART TIME: 11 – 4pm, Monday through Friday. Approx. 25 Hours/Weekly.