Office Administrator​/Facilities Coordinator; OAFC

Overview

The OAFC will provide administrative and operational support to leadership, and organize and maintain the daily operations of the facility. This person will support both internal and external events with a high level of professionalism and attention to detail, and in a manner that reflects positively on the organization. The OAFC will be punctual and always present a neat and orderly professional appearance.

The OAFC will support onboarding and event coordination across multiple locations. This role is essential to maintaining high-quality employee experience and ensuring smooth execution of internal programs and leadership initiatives.

• Ability to work in the office from 8AM-5PM, M-F.
• Maintain the day-to-day coordination of the office.
• Directly manage and oversee facilities personnel, vendors and contractors for delivery of services.
• Manage vendor relationships and act as POC for equipment repairs.
• Plan and manage special projects, events including catering, rentals, vendor quotes, budgets and logistics.
• Track work anniversaries and coordinate award plaques and shipments.
• Prepare meetings by printing/binding briefings and setting up conference rooms.
• Finalize and edit presentations for spelling, formatting, and consistency.
• Create and manage Word, Excel, and PowerPoint documents, agendas, reports, and special projects.
• Support bi-weekly leadership meetings.
• Manage incoming/outgoing standard office mail and packages; coordinate standard office Fed Ex shipments and maintain supplies.
• Allocate and reconcile P-card purchases in a timely manner.
• Prepare work spaces and welcome materials for new hires.
• Assemble welcome bags and distribute branded merchandise.
• Maintain and update office seating chart with manager approvals.
• Monitor and oversee the ordering of office supplies, coffee, and snacks.
• Restock coffee/snack areas weekly and bi-weekly; maintain kitchen supply list.
• Maintain appearance of common areas; ensure kitchens and coffee bars are clean and stocked.
• Relieve the receptionist for lunch breaks.
• Other duties, as assigned and/or as requested by Huntsville Executive Leadership.

• Proven experience in office administration or executive support.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to manage confidential information with discretion.
• Minimum High School Diploma and minimum five years administrative or customer service experience required.
• Experience with onboarding processes and employee engagement is preferred.