Office Administrator

Description

The Office Administrator takes ownership of the workplace, proactively anticipating needs, resolving issues, managing resources responsibly, and identifying opportunities for continuous improvement. 

Success means creating an environment where employees have what they need to be productive, visitors feel welcomed, and leadership can trust that the day-to-day operations of the office are being handled effectively and independently.

Essential Duties and Responsbilities

• Take ownership of the day-to-day operations of the Round Rock office, approaching workplace management with a business-owner mindset to ensure an efficient, organized, professional, and welcoming environment.
• Proactively anticipate workplace needs, identify and resolve issues, and implement improvements without waiting for direction, serving as the primary point of contact for office-related matters.
• Maintain the overall appearance, organization, and functionality of the workplace, including common areas, meeting rooms, kitchens, and shared spaces.
• Manage office supplies, refreshments, equipment, and other workplace essentials, maintaining appropriate inventory levels and making cost-conscious purchasing decisions.
• Establish and manage relationships with vendors, contractors and service providers, coordinating maintenance, repairs, cleaning services, and other facility needs while ensuring timely and satisfactory service.
• Oversee office-related purchasing, vendor quotes, invoices, subscriptions, and expenses, identifying opportunities to manage costs and improve operational efficiency.
• Coordinate office access, keys, and visitor procedures in partnership with the appropriate internal teams.
• Serve as a welcoming and professional point of contact for employees, customers, candidates, vendors, and visitors, creating a positive experience that reflects SNUC Systems' values.
• Manage incoming and outgoing mail, packages, deliveries, and courier services, ensuring accurate and timely handling.
• Support employee onboarding by preparing workspaces, coordinating office access, arranging supplies, and partnering with IT and other departments to ensure new team members are set up for success.
• Organize and support company meetings, leadership visits, customer visits, and special events, managing logistics, scheduling, catering, and other arrangements from planning through execution.
• Assist with travel arrangements, accommodations, transportation, and other logistics for visiting employees and business partners as needed.
• Collaborate with Human Resources, Finance, IT, Operations, and other departments to support workplace initiatives and address operational needs.
• Develop and maintain office procedures and processes, identifying opportunities to improve consistency, efficiency, and the overall workplace experience.
• Monitor workplace conditions and coordinate health, safety, and emergency preparedness activities in partnership with appropriate stakeholders.
• Exercise independent judgment in managing daily priorities, making decisions within established guidelines, and escalating matters when appropriate.
• Manage competing priorities and special projects with strong attention to detail, responsiveness, accountability, and follow-through.
• Perform other related duties as assigned to support the overall needs of the business.

Qualifications, Education and/or Experience

• Minimum of three (3) years of experience in office administration, office coordination, office management, or a similar role.
• Demonstrated ability to independently manage day-to-day office operations, anticipate needs, take initiative, and follow through on responsibilities with minimal supervision.
• Strong organizational and time-management skills, with the ability to prioritize competing demands, manage multiple projects, and maintain exceptional attention to detail.
• Resourceful, proactive, and solutions-oriented, with sound judgment and the ability to identify problems, make decisions, and implement effective solutions
• Excellent written and verbal communication skills, with a professional, approachable, and customer-service-oriented demeanor.
• Strong interpersonal skills and the ability to build effective working relationships with employees, leadership, vendors, and external business partners.
• Experience coordinating vendors, managing office supplies and purchasing, organizing events, and supporting general office operations.
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets).
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Adaptability and willingness to take on a variety of responsibilities in a fast-paced, evolving business environment.

Global Equal Opportunity Statement

SNUC Systems is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive, barrier-free environment for all employees and applicants.

All employment decisions, including recruitment, hiring, promotion, compensation, and development, are based strictly on business needs, job requirements, merit, and individual qualifications. We evaluate all candidates without regard to:

• Race, Color, Ethnicity, Nationality, or Ethnic/National Origin (including membership of the Traveller Community)
• Gender, Gender Identity, Gender Expression, or Sex (including pregnancy, childbirth, or related medical conditions)
• Sexual Orientation, Civil, Marital, or Partnership Status, Family Status, or Carer Responsibilities
• Religious Beliefs, Creed, Political Opinion, or Community Background (including Protestant, Catholic, or Neither)
• Disability, Medical Condition, or Genetic Information
• Age, Veteran/Military Status, Current Unemployment Status, Social Origin, or Union Membership/Industrial Activity
• Or any other status protected by applicable federal, state, national, or local laws across our operating locations in the United States, the Republic of Ireland, and the United Kingdom.

Accommodations & Accessibility

SNUC Systems is committed to providing reasonable accommodations and workplace adjustments in accordance with applicable local laws. If you require assistance or a reasonable accommodation at any stage of the recruitment process due to a disability or specific requirement, please contact our Human Resources team at [email protected].

Notice to Recruiters and Agencies

SNUC prefers to recruit candidates directly, rather than through a third-party recruiter or agency. Do not submit or present your candidate(s) through any means (e-mail, fax, phone, mail, verbal referral) to SNUC or any employee of SNUC. In the case of candidate(s) submitted or presented to SNUC by a recruiter or agency without a signed agreement in place for the specific position or without a specific open requisition, SNUC explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. To request consideration as a Recruiting Vendor, please contact our Human Resources team at [email protected].