The Office Administrator is responsible for the day-to-day administrative operations of Stow Manufacturing, ensuring the office runs efficiently while providing administrative support to Human Resources, leadership, employees, and visitors. This position serves as the primary coordinator for business travel, corporate housing, office vendors, company events, and general office administration.
The Office Administrator also provides confidential administrative support to the HR department by maintaining employee records, organizing documentation, and assisting with various HR administrative processes.
Office Administration
- Serve as the primary point of contact for general office administrative functions.
- Maintain office organization, supplies, and administrative records.
- Coordinate office vendors and service providers, ensuring timely delivery of services.
- Answer and direct incoming calls and greet visitors in a professional manner.
- Provide administrative support to management and various departments as needed.
Business Travel Coordination
- Coordinate all domestic and international business travel arrangements for employees and visitors.
- Book domestic and international airline travel, hotels, rental vehicles, and other transportation as required.
- Prepare and distribute travel itineraries and confirmations.
- Serve as the primary point of contact for travel-related questions and changes.
Corporate Housing Management
- Coordinate company apartments (“cottages”) for employees, visitors, and international guests.
- Schedule arrivals and departures and maintain occupancy calendars.
- Coordinate housekeeping, cleaning services, and maintenance for company housing.
- Work with vendors and property management to ensure housing remains clean, safe, and fully operational.
Company Events & Hospitality
- Coordinate company meetings, employee events, celebrations, and special functions.
- Arrange catering, meals, refreshments, and meeting logistics.
- Coordinate vendors, venues, equipment, and event schedules.
- Assist with employee appreciation and engagement activities.
Vendor & Financial Administration
- Maintain relationships with office vendors and service providers.
- Process corporate credit card receipts and expense documentation.
- Code expenses and ensure supporting documentation is submitted timely to Accounting.
- Assist with invoice tracking and administrative purchasing activities.
Human Resources Administrative Support
- Scan, organize, and file confidential HR documents.
- Maintain employee files in accordance with company policies and record retention requirements.
- Update and maintain HR tracking spreadsheets and administrative reports.
- Assist with onboarding documentation and administrative tasks.
- Support HR with document preparation and general administrative functions while maintaining confidentiality.
Office Branding & Supplies
- Order and maintain inventory of company promotional merchandise (“Stow Swag”).
- Coordinate branded materials for recruiting events, employee onboarding, and company functions.
- Monitor office supply inventory and place orders as needed.
Visitor Coordination
- Coordinate travel and accommodations for company visitors, customers, and international employees.
- Prepare visitor schedules and ensure accommodations are arranged prior to arrival.
Serve as the primary administrative contact for visitor-related needs.
