Office & Operations Administrator

Office & Operations Administrator - STAK Energy

STAK Energy is seeking a highly organized and versatile Office & Operations Administrator to serve as the heartbeat of our Anchorage headquarters. This is a multifaceted role that combines high-level office management with critical HR and business operations support.

Company: STAK Energy
Location: Anchorage, Alaska (Onsite)
Type: Full-Time

Key Responsibilities

• Facility Oversight: Serve as the primary point of contact for property management, maintenance vendors to ensure the Anchorage office is professional, safe, and fully operational.
• Front of House: Manage reception duties including answering phones, greeting clients, and handling mail/courier services when needed.
• Inventory & Procurement: Manage the office budget for supplies; source and purchase groceries, stationery, and office equipment.
• Vendor Management: Negotiate and manage contracts with local service providers (IT support, catering, utilities, security).

• Onboarding & Offboarding: Lead the orientation process for new hires—setting up workstations, issuing IT equipment/badges, and ensuring all employment paperwork is completed.
• Employee Records: Maintain confidential personnel files, track PTO/leave requests, and ensure employee data is up-to-date in our systems.
• Training Coordination: Schedule and track mandatory training and professional development for staff.
• Events: Plan and organize company events, team lunches, etc.

• Financial Support: Assist with Accounts Payable (AP) and Accounts Receivable (AR) by coding invoices, reconciling credit card statements, and preparing expense reports for the finance team.
• Process Improvement: Identify bottlenecks in office workflows and develop Standard Operating Procedures to improve efficiency.
• Meeting & Travel Support: Coordinate complex executive calendars, organize meetings, and book business travel arrangements for management.
• Compliance: Assist with business licensing renewals and maintain digital filing systems for contracts and insurance documents.

Qualifications & Requirements

• Experience: 4+ years of experience in Office Management, Executive Administration, or an HR Assistant role.
• Industry: Experience in a professional services environment; exposure to the Energy, Engineering, or Construction industries is a plus but not required.
• Education: Bachelor’s degree in Business Administration, HR, or related field preferred.

• HR Knowledge: Basic understanding of HR best practices and confidentiality requirements.
• Tech Savvy: Proficiency in Microsoft Office 365 (Outlook, Excel, Teams) and experience with HR tools (e.g., Rippling) and (preferred but not required) accounting software (e.g., Quick Books).
• Communication: Exceptional written and verbal communication skills; ability to communicate with vendors; align with executives and other employees; coordinate with external partners.
• Organization: Superior time-management skills with the ability to juggle multiple priorities without dropping the ball.

• Trustworthy: Proven ability to handle sensitive HR and financial data with strict confidentiality.
• Self-Starter: Takes initiative to improve the office environment without needing constant direction.
• Professional: Maintains a polished and welcoming demeanor as the "face" of the Anchorage office.
• Continuous Learner: Curious, competent, driven to learn new skills and enhance/modernize existing ones.

Seniority Level: Mid-Senior level

Employment Type: Full-time

Job Function: Administrative