Office Administrator

Overview

Description The Office Administrator serves as the primary point of contact and on-site support for a shared project office, ensuring smooth daily operations and a professional, welcoming environment for staff and visitors. This role requires a highly organized, proactive professional who can anticipate needs, manage multiple priorities, and support executive leadership while upholding organizational standards and culture. This position is 100% onsite and requires in-person availability 40 hours per week in the shared office.

• Provide comprehensive administrative support for up to 150 staff occupying the project office
• Serve as the front-facing presence of the office, managing reception for visitors and guests
• Manage incoming and outgoing mail and packages
• Monitor, manage, and replenish office and kitchen inventory
• Maintain refreshment and kitchen equipment in clean, serviceable condition; coordinate vendor service as needed
• Ensure all required legal and compliance postings are current and properly displayed
• Implement and maintain adherence to health, safety, and building policies and procedures
• Enforce office security protocols, including badge access and related administrative duties
• Triage and coordinate resolution of building maintenance and technology-related requests
• Coordinate with the PMO to distribute project-wide announcements related to facilities, health, and safety
• Manage the office calendar and coordinate meetings for project leadership (3–5 senior leaders), conferences, and departmental meetings as needed
• Coordinate and facilitate catered meals for office staff when requested by leadership
• Process expenditures in accordance with firm policies when requested
• Organize and coordinate logistics for meetings, conferences, office events, receptions, and dinners with minimal direction
• Develop and maintain efficient filing systems, including confidential and sensitive materials
• Build strong working relationships across internal teams and external partners to support executive and office needs

• 3+ years of experience as an administrative assistant or office manager supporting senior-level or executive leadership
• Ability to serve as the professional “face” of the office, representing organizational culture and standards to staff and guests
• Must be able to work onsite 40 hours per week with no remote or hybrid option
• Excellent computer skills, including Microsoft Outlook, Word, Excel, and Power Point
• Strong interpersonal, written, and verbal communication skills with a customer-service mindset
• Proven ability to anticipate issues, take initiative, and proactively resolve problems
• Exceptional organizational skills with the ability to prioritize, multitask, and manage time effectively
• Ability to work collaboratively in a team-oriented environment
• Comfortable adapting to changing priorities, new procedures, and evolving project requirements
• Ability to quickly learn and apply new software tools or technical instructions
• Demonstrated sensitivity to working with diverse, cross-functional teams and communicating respectfully across all demographics
• Must be legally authorized to work in the United States without employer sponsorship, now or in the future

• Experience with enterprise office systems, videoconferencing platforms (e.g., Zoom, Microsoft Teams), and basic troubleshooting
• Ability to coordinate complex meeting logistics, including multi-time-zone scheduling and facility bookings
• Familiarity with expense reporting and procurement/order management systems
• Experience coordinating with external vendors such as building management, catering, cleaning, and maintenance providers
• Strong conflict-resolution skills with the ability to de-escalate tension and manage sensitive situations professionally

An employee must meet these physical demands to successfully perform the essential functions of this role. The employee is regularly required to sit, talk, hear, and utilize technology tools such as a laptop computer for extended periods of time. Specific vision abilities include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Briljent is a solutions-based company. Solutions come from creative ideas; ideas come from being creative with differences. Briljent believes diversity and inclusion are critical to the success of the company. Employment is based on merit and professional qualifications. We do not discriminate against any employee or applicant on the basis of race, creed, color, religion, gender, sexual orientation, national origin, disability, age, veteran status, marital status, or any other status protected by applicable law.