POSITION DESCRIPTION:

The Office Administrator plays a vital role in the day‑to‑day operations of Exclusive Resorts. This position ensures a smooth, welcoming, and well‑organized workplace by overseeing front‑desk activities, office supplies, vendor relationships, facilities coordination, and administrative support across multiple departments. Serving as the primary point of contact for all office‑related needs, the Office Administrator helps maintain a positive experience for both employees and guests. This role reports to the Vice President, Human Resources.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

Create a warm, professional, and welcoming environment for employees, guests, and vendors
Manage front‑desk responsibilities, including greeting visitors, answering and directing calls, and monitoring voicemail
Oversee conference room scheduling, guest office reservations, and front‑desk coverage during breaks or absences
Maintain common areas, kitchen/break room equipment, and general office organization
Process incoming mail and packages; log deliveries and obtain employee signatures
Manage company FedEx accounts and outgoing shipments
Monitor, order, and restock general office supplies
Serve as the primary contact for building maintenance issues; coordinate with McGregor Square for timely resolution
Manage employee access fobs and maintain accurate records
Communicate building and office updates to employee
Generate, code, and audit invoices for HR and Office functions; maintain RAMP account accuracy
Support company gift ordering, tracking, and vendor relationships
Order and distribute snacks
Coordinate office catering within budget
Create and maintain company organizational charts
Recommend improvements to office procedures and workflows
Perform additional duties as assigned

EDUCATION, SKILLS, AND EXPERIENCE:

2–3 years of experience in office management or a related administrative role, or an equivalent combination of education and experience
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, etc.)
Strong ability to manage calls, visitors, staff requests, and daily office needs with professionalism and service orientation
Self‑starter with the ability to work independently, prioritize competing demands, and handle last‑minute requests
Comfortable managing multiple tasks in a fast‑paced environment with frequent interruptions
Strong problem‑solving skills, attention to detail, and accuracy
High initiative and a collaborative mindset
Ability to manage inbound calls, office visitors, staff requests, daily office responsibilities, and project assignments with equal levels of service and professionalism
Ability to focus on multiple tasks with frequent interruptions
Problem analysis and problem-solving skills
Attention to detail and accuracy
High level of initiative and works well in a team environment
Plans and carries out responsibilities with minimal direction

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