Office Administrator (51147)

Gradian is an engineering-led, full-line thermal solutions partner serving data center and other mission-critical, commercial, and industrial markets. Headquartered in Maple Grove, MN, with additional facilities across North America, we design and manufacture liquid cooling systems, air handling equipment, heat rejection units, and modular, factory-assembled thermal management solutions.

Gradian was founded through the unification of four complementary, established brands: MAS HVAC, Daedex, DeepCoolAI, and EcoChillers. Together, we act as a single-source provider, deploying cooling technologies as scalable systems optimized for efficiency, spatial constraints, and overall performance. With a vertically integrated engineering and manufacturing model, we pair rapid design turnaround with precision fabrication, so customers can move faster on complex projects where reliability, timeline, and quality all matter.

Why work here

At Gradian, you'll work alongside others who get genuinely fired up by complex problems, see your work go from first sketch to job site in weeks, not years, and know that while we're developing the technologies critical for AI infrastructure to scale, our culture remains people-first by design.

It is core to our identity that we operate as one team — driving to win together, energizing others, and building lasting relationships that make the work fun and rewarding.

Position Summary:

The Office Administrator serves as the first impression of Gradian, creating a professional, welcoming, and engaging experience for every employee, customer, candidate, vendor, and visitor who enters our facility. As the face of the organization, this individual represents the Gradian brand through exceptional customer service, professionalism, and attention to detail.

This role is responsible for maintaining a polished, organized, and efficient office environment while providing administrative support across multiple departments. The ideal candidate is highly organized, service-oriented, adaptable, and thrives in a fast-paced environment where priorities shift throughout the day. They proactively anticipate needs, demonstrate sound judgment, and are always willing to pivot to support the business wherever needed.

Key Responsibilities

Front Desk & Visitor Experience

• Serve as the primary point of contact for all visitors, customers, vendors, candidates, and employees, creating a positive and professional first impression that reflects the Gradian brand.
• Welcome guests, manage visitor check-in procedures, and coordinate host notifications.
• Ensure conference rooms are clean, organized, and prepared for meetings, including room setup, technology, refreshments, and catering.
• Coordinate food orders for meetings, employee events, and monthly team lunches.
• Answer and direct incoming calls while responding professionally to inquiries.

Office Operations & Workplace Experience

• Maintain a clean, organized, and welcoming office environment throughout all common areas.
• Stock kitchens, break rooms, meeting spaces, and office supplies to ensure employees have what they need to be productive.
• Maintain coffee stations and coordinate routine maintenance as needed.
• Manage incoming and outgoing mail, packages, and courier services.
• Partner with external vendors including cleaning services, building maintenance, and office service providers.
• Coordinate office wellness services and other employee amenities.

Administrative & Business Support

• Provide administrative support across departments as business needs evolve.
• Assist with interview scheduling, onboarding coordination, and recruiting logistics.
• Assist with meeting materials, reports, presentations, and other business documents.
• Coordinate travel arrangements, itineraries, expense reports, and meeting logistics.
• Perform data entry and maintain organized administrative records.
• Serve as backup support for other administrative functions during vacations or peak workload periods.

New Hire & Employee Support

• Prepare workspaces and onboarding materials for new employees.
• Coordinate office equipment, supplies, badges, and welcome materials.
• Maintain inventory of new hire supplies, branded merchandise, anniversary gifts, and employee recognition items.
• Support employee engagement activities and company events that reinforce Gradian's culture.

Inventory & Vendor Coordination

• Manage office supply inventories and proactively replenish stock.
• Maintain office equipment and coordinate repairs or service requests.
• Build positive working relationships with vendors while resolving ordering or service issues.
• Monitor inventory levels for office merchandise, mini market items, and employee supplies.

Qualifications & Requirements

Required

• High School Diploma or equivalent.
• Minimum of 2–3 years of experience in office administration, reception, executive support, customer service, or a related administrative role.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Demonstrated ability to provide exceptional customer service while managing multiple priorities in a fast-paced environment.
• Strong organizational, communication, and interpersonal skills.

Preferred

• Associate or bachelor’s degree.
• Experience supporting manufacturing, engineering, or corporate office environment.
• Experience coordinating meetings, events, travel, and vendor relationships.

Key Competencies

• Exceptional customer service mindset with a passion for creating positive experiences.
• Professional presence with strong interpersonal and communication skills.
• Ability to represent Gradian with professionalism, warmth, and discretion.
• Highly organized with exceptional attention to detail.
• Resourceful, proactive, and able to anticipate needs before they arise.
• Comfortable managing multiple priorities while maintaining accuracy.
• Flexible and adaptable with the ability to quickly pivot as business priorities change.
• Strong problem-solving and critical-thinking abilities.
• Collaborative team player who willingly supports others and contributes wherever needed.
• Self-starter who takes ownership and follows through on commitments.
• Maintains confidentiality and exercises sound judgment when handling sensitive information.

Performance Expectations

Successful performance in this role includes:

• Create an Exceptional First Impression by consistently providing a warm, professional, and welcoming experience for every visitor, customer, vendor, candidate, and employee who enters Gradian.
• Represent the Gradian Brand by demonstrating professionalism, responsiveness, and a positive attitude in every interaction.
• Deliver Outstanding Customer Service by anticipating needs, responding promptly, and resolving requests with a high level of professionalism.
• Maintain a Workplace Ready for Business by ensuring common areas, conference rooms, and office spaces are organized, clean, stocked, and prepared throughout the day.
• Support the Business with Agility by willingly shifting priorities, assisting multiple departments, and responding to changing business needs with a positive, solution-oriented attitude.
• Operate with Ownership by taking initiative, identifying opportunities for improvement, and following through on commitments with minimal direction.
• Build Strong Relationships by working collaboratively with employees, leaders, vendors, and external partners while fostering a positive workplace culture.
• Ensure Operational Excellence through attention to detail, organization, accuracy, and timely completion of administrative responsibilities.
• Contribute to Employee Engagement by supporting company events, onboarding activities, and workplace initiatives that reinforce Gradian's people-first culture.

Benefits:

• Medical, vision, and dental plans
• Short-term and long-term disability insurance
• Group term life insurance coverage
• HSA, FSA, and Dependent Care plans available
• 8 paid holidays, 4 floating holidays, and generous PTO policy
• 401k matching
• Company paid events
• Annual safety shoe allowance
• Education assistance program

EEO Statement:

Gradian Thermal Solutions is committed to creating a diverse and inclusive workplace where all individuals are treated with respect and dignity. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, marital status, veteran status, political affiliation, or any other legally protected status.

Employment decisions at Gradian are based on merit, qualifications, and business needs. We prohibit discrimination and harassment of any kind and actively promote a culture of fairness, equity, and opportunity.

We also provide reasonable accommodations for qualified individuals with disabilities and for sincerely held religious beliefs, practices, or observances, in accordance with applicable laws.