Overview
We are seeking a warm, dependable, and highly organized
Office Operations & Admin to support the smooth day-to-day functioning of our business across two offices. This is an
office-first role, with a strong emphasis on
operational coordination, and limited executive support.
The right person is a dependable, proactive team member who takes ownership, works efficiently and with discretion, and continually looks for ways to improve processes and support the team.
Key Responsibilities
Office Operations
- Oversee daily office operations across two offices supporting ~35 team members
- Coordinate vendors, maintenance, repairs, and service providers
- Manage office supplies, kitchen inventory, and shared spaces
- Maintain and continually improve operational processes and vendor relationships
- Ensure offices run smoothly without being involved in day‑to‑day people friction
Accounting & Finance Support
- Assist in processing accounts payable and receivable
- Enter and reconcile expense reports
- Support month‑end close activities and financial administration
- Work closely with the accounting team to ensure accuracy, timeliness, and follow‑up
- Use QuickBooks (experience is an asset, not required)
Events & Culture
- Plan and execute multiple company events per year
- Create event plans and manage event budgets
- Coordinate logistics, vendors, and communications
Executive & Administrative Support
- Provide light, day‑to‑day administrative support to the President
- Manage scheduling, coordination, and prioritization of requests as needed
- Act with discretion and sound judgment
Qualifications & Traits
- Experience as an Office Coordinator or similar role
- Strong organizational skills, speed, and follow‑through
- Comfortable acting independently, with support from leadership
- Professional communication and high discretion
- Warm, team‑oriented, service‑minded approach
- Assertive when needed, while remaining collaborative
- Strong sense of ownership and accountability
✅ Who This Role Is For
This Role Is Ideal For Someone Who
- Enjoys being the operational backbone of an office
- Prioritizes clear communication, accountability, and follow-through
- Interest in hands‑on AP/AR, expenses, and month‑end exposure (not full accounting)
- Naturally brings:
- Warmth and approachability
- Speed and decisiveness
- Discretion and professional judgment
- Assertiveness when follow‑ups are needed
They take pride in things
running smoothly, vendors being handled well, numbers being accurate, and teammates feeling supported.
🚫 Who This Role Is Not For
This Role Is Not a Fit For Someone Who
- Is looking for a pure Executive Assistant role
- Wants calendar‑heavy, travel‑heavy, or board‑level executive exposure
- Expects to manage people immediately
- Is on a CPA / controller track or seeking deep accounting ownership
- Dislikes being office‑based or hands‑on with logistics
- Focuses on conflict resolution or HR employee issues (this role avoids day‑to‑day friction)
