Office Coordinator

## Overview The Office Administrator is a highly organized and proactive role that is responsible for overseeing the administrative and operational functions of the office. The Office Administrator is responsible for managing new hire onboarding and logistics, office operations, preparing documents and training materials, coordinating meetings and travel and utilizing various systems to support multiple departments. They handle office procedures, coordinate communication, and oversee clerical duties to maintain a productive work environment. The role requires an individual who is detail oriented, efficient and able to manage multiple tasks simultaneously. ## Description **Job Description: Office Administrator** EXO Inc. has been protecting public infrastructure across the U.S. since 2009. Without consistent maintenance and quality assurance, critical assets face a growing risk of failure over time. EXO delivers engineering, inspection, and remediation services for lighting poles, transmission towers, and other infrastructure exposed to ongoing wear from usage, aging, and environmental conditions. With deep expertise in vertical infrastructure, EXO builds on years of engineering design and fabrication experience across utilities, telecom, transportation, and retail sectors. This foundation supports a comprehensive inspection and asset management approach that addresses both new installations and aging structures requiring immediate attention. Recognizing that full replacement is often impractical due to cost and safety constraints, EXO developed its “Ex-Tend” approach to manage assets throughout their entire life cycle. From initial quality assurance to ongoing inspection and targeted repairs, this method is designed to extend service life and improve reliability. Supported by data-driven insights, EXO helps clients monitor asset conditions and make informed, strategic decisions. **Position Overview**: The Office Administrator is a highly organized and proactive role that is responsible for overseeing the administrative and operational functions of the office. The Office Administrator is responsible for managing new hire onboarding and logistics, office operations, preparing documents and training materials, coordinating meetings and travel and utilizing various systems to support multiple departments. They handle office procedures, coordinate communication, and oversee clerical duties to maintain a productive work environment. The role requires an individual who is detail oriented, efficient and able to manage multiple tasks simultaneously. **Key Responsibilities:** 1. Office Management & Administration: · Oversee daily office operations, ensuring smooth workflow · Schedule meetings, interviews and trainings, order supplies, food and materials as appropriate · Coordinate and manage employee events including annual picnics, pot lucks and departmental get togethers · Manage office supplies, equipment, and inventory · Manage kitchen supplies and beverage service · Manage building requests for access, maintenance and booking meeting space · Managing mail and shipments · Conduct monthly safety checks 2. New Hire Onboarding: · Coordinate communications, provide instructions to new hires, book travel and manage logistics · Present onboarding materials for multiple departments, including providing First Aid and CPR training · Track new hire progress, follow up as needed on missing documents and information · Manage pre-employment screenings including background checks and drug screens 3. Operations, Safety and Continuous Improvement: · Assist with vendor setup, managing subcontractor agreements and preparing documents · Setup new hires and manage terminations in operational systems · Schedule training classes, manage logistics, prepare required materials and order food for classes · Manage training rooms and locate additional space as needed · Provide support to online training management including assignment, tracking and follow up…