Office Administrator

Office AdministratorCapital Holding Group / Capital Companies Jefferson City, MO

Job SummaryThe Office Administrator is responsible for overseeing the daily administrative operations of the corporate office while providing high-level executive support to the Chief Operating Officer (COO) and Executive Leadership Team. This position serves as a key liaison between executives, employees, customers, vendors, and visitors, ensuring the office functions efficiently and professionally.

The Office Administrator manages front office operations, executive scheduling as needed, office administration, vendor relationships, records management, and special projects. This role requires exceptional organizational skills, sound business judgment, discretion with confidential information, and the ability to balance strategic executive support with operational office management responsibilities.

Essential Responsibilities

• Manage the COO's calendar, appointments, and meeting schedules.
• Coordinate complex travel arrangements for the COO and Executive Leadership Team, including flights, hotels, rental vehicles, and itineraries.
• Coordinate Executive Leadership Team meetings, including agendas, meeting materials, and logistics.
• Draft and distribute corporate communications and announcements on behalf of executive leadership.
• Conduct research and lead special projects as assigned by executive leadership.

Office Management & AdministrationOversee daily front office operations to ensure a professional and efficient workplace environment.

• Answer and direct incoming calls and assist visitors in a professional and courteous manner.
• Manage conference room schedules and office meeting logistics as needed.
• Coordinate office lunches, bid lettings, company meetings, and special events.
• Maintain office supply inventory and manage purchasing within approved budgets.
• Ensure kitchen and common areas remain organized, stocked, and presentable.
• Process incoming and outgoing mail, overnight packages, and courier deliveries.
• Coordinate errands, bank deposits, and document deliveries as needed.

Facilities & Vendor Management

• Serve as the primary contact for facility maintenance and office service vendors.
• Coordinate office repairs, maintenance activities, cleaning services, recycling, water services, and waste management vendors.
• Monitor office-related expenditures and submit invoices for payment processing.
• Maintain effective working relationships with building management, contractors, and service providers.

Corporate Records & Compliance

• Maintain company records and official corporate documents.
• Prepare, organize, and file required company documents with appropriate agencies and stakeholders.
• Ensure confidential information is handled with the highest level of discretion and integrity.
• Support administrative policies and procedures established by company leadership.
• Employee Engagement & Corporate Culture
• Coordinate employee recognition activities, including birthdays, anniversaries, and office celebrations.
• Support planning and execution of employee appreciation events and customer events.
• Coordinate charitable contributions and community involvement initiatives under executive leadership direction.

Additional Responsibilities

• Assist departments with administrative support as needed.
• Manage meeting logistics, technology setup, catering, and presentation requirements.
• Coordinate and support special events, conferences, and executive functions.
• Perform other duties as assigned.

Required Skills & Competencies

• Exceptional written and verbal communication skills.
• Strong customer service orientation and professional demeanor.
• Advanced organizational and multitasking abilities.
• Excellent attention to detail and accuracy.
• Strong time management and prioritization skills.
• Ability to work independently and exercise sound judgment.
• Ability to maintain confidentiality and handle sensitive information.
• Strong interpersonal and relationship-building skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to adapt to changing priorities in a fast-paced environment.
• Strong leadership and team coordination skills.
• Basic financial and budget management knowledge.