The Office Admin serves as the operational heartbeat of LUCA's Birmingham office, creating an environment where team members can focus on exceptional client service while maintaining efficient, welcoming, and well-organized office operations. This role combines administrative excellence with hospitality mindset, facilities management, and team support to ensure seamless daily operations that reflect LUCA's values and support organizational growth.
Operations Team
Should you excel in this role, the big win is to become the operational backbone that makes everything else possible. You'll create an office environment that feels welcoming, runs smoothly, and enables the team to focus on what they do best: serving clients with excellence. By anticipating needs before they're voiced, solving problems before they escalate, and building systems that work seamlessly in the background, you'll become the person everyone knows they can count on. Your success means team members arrive in a space that energizes them, visitors experience LUCA's culture immediately, and operational challenges are resolved so efficiently that leadership can focus on strategic growth. You'll position yourself as an indispensable operational leader who understands the business deeply and contributes to its success in countless visible and invisible ways.
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Serve as the first point of contact for all visitors, clients, and vendors with warmth and professionalism
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Manage front desk operations, including greeting visitors, answering phones, and directing inquiries
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Create a welcoming atmosphere that reflects LUCA's values and culture from the moment someone enters
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Coordinate client meetings, including conference room setup, refreshments, and technology support
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Manage incoming and outgoing mail, packages, and courier services
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Maintain a clean, organized, and professional reception area at all times
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Handle sensitive information with appropriate discretion and confidentiality
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Oversee day-to-day office operations to ensure smooth, efficient functioning
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Manage office supplies inventory, ordering, and budget tracking
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Coordinate with building management on facility issues, maintenance, and improvements
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Ensure office equipment (printers, copiers, coffee machines, etc.) is maintained and functional
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Manage vendor relationships for office services (cleaning, supplies, IT support, etc.)
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Coordinate office layout changes, workspace assignments, and furniture needs
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Maintain kitchen and common areas in clean, well-stocked condition
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Implement and maintain office policies and procedures for operations
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Support leadership team with administrative tasks, calendar management, and coordination
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Organize team events, celebrations, and office activities that build culture
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Coordinate onboarding logistics for new hires (workspace setup, equipment, access)
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Manage office calendar for conference rooms and shared spaces
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Support remote team members when they're in the Birmingham office
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Coordinate catering for meetings, events, and team lunches
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Handle travel arrangements for team members when needed
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Serve as a resource and problem-solver for team members' operational needs
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Process expense reports, invoices, and purchase orders for office operations
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Maintain organized filing systems (physical and digital) for operational documents
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Coordinate with IT on technology needs, troubleshooting, and office systems
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Manage office access (keys, badges, security codes) and maintain security protocols
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Support HR with administrative tasks (maintaining personnel files, tracking PTO, etc.)
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Prepare meeting materials, presentations, and documentation as needed
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Handle special projects and initiatives as assigned by leadership
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Track and manage office-related budgets and expenditures
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Embody and reinforce LUCA's values in all interactions
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Communicate important information to the team clearly and in a timely manner
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Organize and coordinate company meetings and all-hands gatherings
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Maintain office bulletin boards, signage, and visual communication
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Support internal communications initiatives
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Handle sensitive situations with empathy, discretion, and professionalism
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Create systems and routines that make the office feel organized and calm
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Front desk and visitor management: 30% of time
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Office operations and facilities: 30% of time
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Team support and administrative tasks: 25% of time
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Event coordination and culture building: 10% of time
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Special projects and process improvement: 5% of time
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Visitor satisfaction: 100% positive first impression experience
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Office operations uptime: 99%+ (minimal disruptions or issues)
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Supply management: Zero "we're out of..." situations
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Response time: Same-day resolution for routine requests
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Budget management: Within 5% of office operations budget
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Open office and ensure everything is ready for the day (lights, temperature, coffee, reception area)
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Monitor and respond to main phone line and email inbox
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Greet all visitors and manage front desk throughout business hours
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Check and distribute mail and packages
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Maintain cleanliness and organization of common areas
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Handle urgent operational issues as they arise
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Process invoices and track office expenses
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Communicate with team members on requests and needs
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Close office ensuring security and everything is set for the next day
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Order office supplies based on inventory review
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Coordinate upcoming meetings and events (room setup, catering, materials)
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Review and reconcile office operations budget
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Deep clean and organize supply closets and storage areas
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Coordinate with vendors and service providers
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Update team calendar and send weekly reminders for scheduled events
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Check in with leadership on upcoming needs and priorities
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Maintain equipment (test printers, restock supplies, check coffee machines)
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Review and pay recurring office vendors and service invoices
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Coordinate team birthday celebrations or recognition events
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Conduct comprehensive office walkthrough to identify needed maintenance or improvements
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Review and update emergency contact information and procedures
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Organize one team-building activity or cultural event
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Meet with leadership to discuss operational efficiency and improvements
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Inventory and organize office storage areas
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Track and report on office operations metrics and budget
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Coordinate deep cleaning of office space
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Review and renegotiate vendor contracts as needed
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Update office policies and procedures documentation
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Organize larger team events (quarterly meetings, celebrations, outings)
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Conduct office supply and equipment audit
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Implement one process improvement or efficiency enhancement
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Coordinate any office layout or workspace changes
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Coordinate holiday office closures and communications
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Plan and execute annual holiday party or celebration
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Conduct comprehensive vendor and service provider review
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Support annual strategic planning meetings and leadership retreats
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Organize office file purging and archiving
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Update emergency procedures and conduct safety review
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Complete annual budget planning for office operations
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Coordinate any significant office renovations or improvements
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Seamless Operations: Team members consistently report that "everything just works"
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Proactive Problem-Solving: Issues are resolved before they impact team productivity
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Welcoming Environment: Visitors and new hires comment on positive first impressions
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Budget Discipline: Office operations stay within budget with transparent tracking
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Team Satisfaction: High marks on team surveys regarding office environment and support
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Vendor Excellence: Strong relationships with vendors resulting in great service and value
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Reactive Mode: Constantly putting out fires rather than preventing them
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Supply Issues: Frequent stockouts or last-minute emergency orders
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Communication Gaps: Team members unaware of important information or changes
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Visitor Experience: Confusion at reception or unprofessional first impressions
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Budget Overruns: Unexplained or untracked spending beyond allocated budget
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Vendor Problems: Service failures, billing issues, or poor vendor relationships
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Neglected Spaces: Common areas becoming cluttered, disorganized, or uninviting
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3-5 years experience hospitality, administrative support, or retail.
- Proven ability to manage multiple priorities and switch contexts quickly
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Exceptional organizational skills with fanatical attention to detail
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Warm, professional demeanor with genuine people skills
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Tech-savvy with proficiency in Microsoft Office, Google Workspace, and office systems
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Budget management experience and financial responsibility
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Problem-solving mindset with ability to work independently
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Discretion and confidentiality in handling sensitive information
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Positive attitude and ability to bring calm energy to chaotic situations
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Experience supporting 30-50 person office environment preferred
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Microsoft Office Suite and Google Workspace (expert level)
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Calendar management systems (Outlook, Google Calendar)
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Expense tracking and budget management tools
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Video conferencing platforms (Zoom, Teams, etc.)
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Project management tools (ability to learn Karbon or similar)
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Basic troubleshooting for office equipment
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Communication platforms (Slack or similar)
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Vendor management and procurement systems
This role can lead to advancement as Office Manager or Operations Manager depending on demonstrated leadership capabilities, strategic thinking, and business acumen. Office Managers who excel in process improvement and team leadership may also pursue paths in HR Operations, Client Operations, or Facilities Management. The role provides broad exposure to all aspects of the business, creating opportunities to specialize based on interests and strengths.
Your Operations Leader will evaluate Office Admin performance based on:
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Office operations efficiency and uptime
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Supply chain and vendor management effectiveness
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Budget management and cost control
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Facilities maintenance and improvement
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Problem resolution speed and effectiveness
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Quality of administrative support provided
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Responsiveness to team needs and requests
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Onboarding experience for new hires
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Event coordination and execution
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Contribution to positive office culture
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Visitor and client experience at reception
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Professional presentation of office environment
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Warmth and helpfulness in all interactions
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Crisis management and difficult situation handling
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Representation of LUCA values
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Proactive identification of needs and opportunities
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Clear, timely communication to team and leadership
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Ability to anticipate rather than react
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Process improvement suggestions and implementation
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Professional judgment in handling sensitive matters
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Learning agility and skill development
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Systems thinking and process optimization
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Leadership demonstration in operational areas
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Embodiment of LUCA values as culture carrier
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Strategic contribution beyond tactical execution
The Office Admin embodies LUCA's values in specific ways:
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Simplify the complicated: Creates systems and processes that make complex operations feel effortless, removing friction from everyone's day
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Bring joy and light to every conversation: Sets the tone for the office culture with warmth, positivity, and genuine care for every person who walks through the door
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Proactively problem solve: Anticipates needs before they become urgent requests, fixing potential issues while they're still small
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Ground confidence in competence: Builds deep operational knowledge that allows leadership and team to trust that office matters are handled expertly
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Finish the job: Ensures every task is completed thoroughly, every event runs smoothly, and every detail is managed to completion
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Be fanatically attentive to consistency and detail: Maintains impeccable standards in office presentation, operations, and support that reflect the firm's commitment to excellence
