Office Administrator

Office Administrator

Department: People & Culture

Reports To: Vice President of People & Culture

Location: Louisville, KY (Valiant Office)

Employment Type: Full-Time, Salaried

Starting Base Salary: $60K+

Position Summary

Valiant is seeking a highly organized, proactive, and resourceful Office Administrator to support the day-to-day administrative and logistical needs of our corporate office and project teams across the country.

At Valiant, our jobsite trailers are an extension of our corporate office. This position plays an important role in ensuring both our Louisville office and field offices are organized, appropriately equipped, and have the resources employees need to operate effectively.

Reporting to the Vice President of People & Culture, the Office Administrator will oversee general office administration, coordinate new-hire technology and equipment needs, maintain visibility of company tools and assets across jobsites, support project mobilization and closeout logistics, and coordinate with vendors and service providers.

The ideal candidate is highly organized, dependable, comfortable managing multiple priorities, and enjoys creating structure and keeping things running behind the scenes.

Essential Functions

- Office Administration & Workplace Operations

Oversee the day-to-day administrative and operational needs of Valiant's Louisville corporate office.

- Maintain an organized, professional, and functional office environment for employees and visitors.

- Order and maintain office supplies, kitchen supplies, workplace resources, and other routinely used materials.

- Monitor inventory levels and proactively replenish supplies as needed.

- Coordinate office maintenance, repairs, cleaning, and service requests with building management and appropriate vendors.

- Manage incoming and outgoing mail, shipping, receiving, deliveries, and related office logistics.

- Maintain conference rooms, common areas, workspaces, supply areas, and storage areas.

- Coordinate office access, keys, badges, and related workplace needs.

- Coordinate workspace setup and preparation for new employees and visitors.

- Support company meetings, training, events, and other employee-experience activities as needed.

- Maintain relationships with office vendors and service providers and coordinate routine service needs.

- Identify opportunities to improve office organization, efficiency, and overall functionality.

- Jobsite Trailer Administration & Field Logistics

Support Valiant's jobsite trailers as extensions of the corporate office, helping ensure field teams have the tools, technology, equipment, supplies, and administrative resources needed to operate effectively.

- Coordinate office and operational setup needs for new project mobilizations and jobsite trailers.

- Work with Operations and project teams to identify tools, equipment, technology, and workplace resources required for project startup.

- Coordinate the preparation, shipment, delivery, and receipt of company equipment and resources to jobsites throughout the United States.

- Coordinate the movement and transfer of company assets between projects based on operational needs.

- Maintain visibility into what company-owned tools, technology, and equipment are located at each active jobsite and who is responsible for them.

- Support project closeout by coordinating the return, transfer, reassignment, storage, or disposition of company-owned assets.

- Coordinate shipping and receiving needs between the corporate office and field locations.

- Serve as an administrative resource for project teams regarding office, equipment, supply, and logistical needs.

- Travel to Valiant jobsites at least annually, and more frequently as business needs require, to support field logistics, verify assets, and assist with physical inventory.

- Asset & Equipment Administration

Own and maintain Valiant's centralized inventory of company-owned tools, technology, equipment, and other operational assets.

- Track asset assignments, locations, transfers, condition, and returns throughout the asset lifecycle.

- Maintain accurate records identifying what assets are assigned to each project, their physical location, and the individual or team responsible for them.

- Maintain appropriate asset information, including serial numbers, identifying information, assigned project, location, condition, and purchase information.

- Conduct periodic inventory reconciliations with project teams.

- Coordinate approved purchasing of tools, equipment, technology, and other workplace resources.

- Identify missing, damaged, aging, or underutilized assets and coordinate appropriate follow-up.

- Maintain organized storage and staging areas for equipment awaiting deployment, return, or reassignment.

- Maintain standardized processes for requesting, issuing, transferring, returning, and accounting for company property.

- Provide leadership with accurate asset and equipment information as requested.

- New Hire Technology & Equipment Coordination

Coordinate technology and equipment needs for new employees in partnership with People & Culture, hiring managers, and AME.

- Order approved laptops, monitors, phones, tablets, accessories, and other technology required for new hires or existing employees.

- Coordinate with AME to ensure technology is properly prepared and available for employee start dates.

- Coordinate delivery or shipment of technology and equipment to employees and project locations.

- Maintain accurate records of technology issued to employees.

- Coordinate the return, reassignment, replacement, or disposal of company technology as employees separate or equipment needs change.

- Coordinate technology purchasing, replacements, warranties, and other equipment needs with AME and approved vendors.

- Maintain appropriate technology inventory and identify upcoming equipment needs.

- Vendor & Purchasing Coordination

Coordinate approved purchases for office supplies, technology, tools, equipment, and other assigned operational needs.

- Maintain relationships with assigned office, technology, equipment, telecommunications, shipping, and service vendors.

- Coordinate orders, deliveries, installations, repairs, and vendor visits as needed.

- Maintain organized purchasing and vendor documentation.

- Track recurring service needs and vendor agreements as assigned.

- Coordinate with Finance to ensure appropriate purchasing documentation and invoices are submitted and coded to the appropriate project or department.

- Identify opportunities for improved purchasing efficiency, standardization, or cost savings.

- Process & Continuous Improvement

Develop and maintain clear administrative procedures for office operations, jobsite logistics, equipment management, purchasing, and related responsibilities.

- Maintain accurate trackers and documentation to support accountability for company resources.

- Identify repetitive issues, gaps, or inefficiencies and recommend practical improvements.

- Help establish scalable administrative processes as Valiant continues to grow.

- Partner with People & Culture, Operations, Finance, AME, and project teams to improve coordination across the organization.

- Perform other related duties as assigned based on organizational needs.

Required Education and Experience

- Three (3)+ years of experience in office administration, office management, operations coordination, construction administration, logistics, asset management, or a related role.

- Experience supporting office operations, purchasing, vendors, supplies, equipment, or similar administrative responsibilities.

- Experience tracking inventory, equipment, company assets, or resources across multiple locations preferred.

- Strong working knowledge of Microsoft 365 and general business technology.

- Comfortable coordinating technology and equipment needs with an external IT provider.

- Strong organizational skills with exceptional attention to detail and follow-through.

- Ability to maintain accurate records across multiple employees, projects, locations, and assets.

- Ability to manage multiple requests, deadlines, projects, and competing priorities.

- Strong written and verbal communication skills.

- Strong interpersonal and customer-service skills.

- Ability to work independently, take ownership, and follow responsibilities through completion.

- Construction or project-based industry experience is preferred but not required.

- Valid driver's license and ability to travel to Valiant project locations as required

Physical Demands and Work Environment

- Frequently required to sit, stand, and walk.

- Regularly required to use a computer and other standard office equipment.

- Frequently required to communicate with employees, vendors, and project teams.

- Ability to safely lift and move office supplies, technology, tools, and equipment associated with the position.

- Ability to travel by vehicle or air to project locations throughout the United States as required.

- This position is primarily based in Valiant's Louisville corporate office with periodic travel to project sites.

What Success Looks Like

Success in this role means both Valiant's corporate office and its jobsite offices have what they need to operate effectively.

The Louisville office is organized, supplied, and running smoothly. New employees have the appropriate equipment ready when they start. Project teams receive the tools, technology, equipment, and office resources they need during mobilization. Company assets can be accounted for across projects, and equipment is appropriately transferred or returned as project needs change.

At any given time, Valiant should be able to answer:

What tools and equipment do we own? Where are they? What project are they assigned to? Who is responsible for them?

The Office Administrator creates the organization, visibility, and administrative support necessary to keep Valiant's corporate and field offices operating consistently as the company grows.

Areas of Responsibility & Role Allocation

The percentages below represent the anticipated allocation of responsibilities and may shift based on business and project needs.

Office Administration & Workplace Operations – 35%
Manage the day-to-day administrative needs of Valiant's Louisville office, including supplies, vendors, facilities, shipping and receiving, conference rooms, workplace organization, employee workspaces, purchasing, and general office support.

Jobsite Logistics & Asset Management – 35%
Support jobsite trailers as extensions of the corporate office and maintain visibility of tools, equipment, technology, and other company assets across active projects. Coordinate project mobilization and closeout needs, equipment shipments and transfers, inventory reconciliations, and field-office resources. Travel to project locations is required at least annually and may occur more frequently based on business needs.

New Hire Technology & Equipment Coordination – 15%
Coordinate and order laptops, phones, monitors, tablets, accessories, and other approved equipment for new and existing employees. Partner with AME on technology procurement and preparation while maintaining accurate equipment and inventory records. AME remains the primary point of contact for employee IT support and technical troubleshooting.

Vendor, Purchasing & Administrative Support – 15%
Coordinate assigned vendors, purchasing, orders, deliveries, documentation, and other administrative needs supporting Valiant's corporate and field operations.