Office Administrator

Office Administrator / Facility Management & Services

Duration: 3 Months+ (Possible Extension)
Pay Rate: $27.99/hr on W2
Location: Minnetonka, MN

Job Description

General Function

The Office Administrator / Facility Management & Services professional will organize, coordinate, and implement office processes and procedures to ensure organizational effectiveness and efficiency. This role supports print device and mail services, office and supply inventory management, conference room/AV support, and general office administration.

The ideal candidate is an energetic and experienced professional who can wear multiple hats and independently manage a wide range of administrative and office support responsibilities. The individual should be well-organized, flexible, resourceful, and comfortable supporting a diverse employee population in a fast-paced office environment.

Major Duties and Responsibilities

Print Device & Mail / Shipping & Receiving Services

Print Device Support

- Deliver paper and supplies for printers, copiers, and other office equipment.
- Serve as the first responder for print device issues.
- Ensure proper maintenance and usage of office equipment and supplies.

Mail / Shipping & Receiving

- Verify, sign, and record incoming and outgoing accountable mail, including FedEx, DHL, UPS, Express, Registered, Certified, Insured, and custom mail.
- Deliver accountable mail and obtain required signatures.
- Handle rush pickup and delivery requests for internal and outgoing business correspondence.
- Maintain and provide specialized mailing forms or direct employees to appropriate online resources.
- Coordinate daily with shipping, courier, and office service vendors to ensure mail center procedures and service standards are maintained.
- Maintain updated office addresses and information to improve incoming mail accuracy.

Conference Room Support

- Coordinate with IT to ensure proper maintenance and usage of conference room equipment and supplies.
- Coordinate with executive staff and HR to reserve or close conference rooms for executive meetings and special events.
- Ensure conference rooms are properly equipped and prepared for meetings.

Office & Food Supply Management

- Establish and maintain appropriate inventory/par levels for office supplies throughout the building.
- Manage plant, food, coffee, water, and other office service vendors.
- Manage supply storage areas and distribute supplies across multiple floors.
- Maintain clean, organized, and properly stocked supply and kitchenette areas.
- Purchase and maintain conference room supplies such as pens, notepads, flip charts, dry-erase supplies, and other meeting materials.
- Coordinate with janitorial staff to maintain and replenish coffee and water stations.
- Monitor and maintain appropriate inventory levels for coffee, water, and related supplies.

Office Support Services

- Assist with special projects, including employee restacks, desk moves, and office relocations.
- Prepare business correspondence, agendas, presentations, and other documents using Microsoft Office.
- Schedule and coordinate large meetings, events, and related activities.
- Coordinate executive approvals, space planning, setup, installations, deliveries, and communications.
- Coordinate with approved building vendors for catering, AV setup, photography, decorations, and other office services.
- Monitor daily attendance and assist employees with desk reservations.

Office Maintenance Services

- Coordinate onsite activities for maintenance and building service vendors, including: Janitorial services
- HVAC
- Fire inspections
- Pest control
- General maintenance
- Other facility-related services

General / Communication

- Identify, evaluate, research, and recommend solutions to office service-related issues.
- Coordinate between departments and operating groups to resolve day-to-day administrative and operational issues.
- Assist with administrative management, directory maintenance, logistics, equipment, and storage.
- Participate in emergency and fire warden safety programs as required.
- Maintain professional communication with employees, vendors, and internal stakeholders.

Basic Qualifications

- Bachelor's degree from an accredited institution.
- 3–5 years of administrative, office services, facilities, or workplace support experience.
- Strong customer service skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple tasks and projects with competing priorities and tight deadlines.
- Strong organizational and time-management skills.
- Exceptional attention to detail.
- Ability to adapt to changing priorities while maintaining a professional attitude.
- Strong problem-solving and resourcefulness skills.
- Ability to work independently and as part of a team.
- Proficiency in Microsoft Office, including Word, PowerPoint, Excel, and Outlook .
- Strong technical aptitude and ability to learn office technology and equipment.
- Ability to lift up to 50 pounds .

About Us:

Founded in 2009, IntelliPro is a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart. We continue leading global talent solutions with a dynamic presence in over 160 countries, including the USA, China, Canada, Singapore, Japan, Philippines, UK, India, Netherlands, and the EU.

IntelliPro, a global leader connecting individuals with rewarding employment opportunities, is dedicated to understanding your career aspirations. As an Equal Opportunity Employer, IntelliPro values diversity and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or any other legally protected group status. Moreover, our Inclusivity Commitment emphasizes embracing candidates of all abilities and ensures that our hiring and interview processes accommodate the needs of all applicants. Learn more about our commitment to diversity and inclusivity at https://intelliprogroup.com/ .

Compensation: The pay offered to a successful candidate will be determined by various factors, including education, work experience, location, job responsibilities, certifications, and more. Additionally, IntelliPro provides a comprehensive benefits package, all subject to eligibility.