Office Administrator

Overview

We are One Workplace. We believe that people with a purpose need great spaces to perform their best work. We think big but work small, innovate through relentless curiosity, and treat each other – and our clients – like family. Over the past 100 years, we haven’t forgotten who we are, and we’ve never stopped changing. From big city skyscrapers to the west coast's premier universities and medical facilities, we design insightful work spaces with the latest technology to provide our clients an environment that embodies their image and encourages success. Our drive and dedication to providing our clients with innovative spaces and solutions has helped us expand our footprint, and now it is time to expand our team.

One Workplace is committed to the development of empathetic leaders, diversification of talent and increased representation at every level of our business. We believe in cultivating a culture of inclusion and are dedicated to building and retaining teams through removing unnecessary barriers to employment and providing opportunities for career growth. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or veteran status.

Shift: Monday - Friday; occasional scheduling adjustments may be required for events or coverage

Position Summary

We're looking for an organized, dependable Office Administrator to join our team on a full-time basis. This role is central to keeping our office running smoothly — you'll manage day-to-day administrative tasks, support staff and leadership, and serve as the first point of contact for visitors and vendors. This is a great fit for someone who enjoys variety, thrives on staying organized, and takes pride in being the person others can count on.

Essential Responsibilities:

• Support day-to-day office operations in the Seattle office and maintain an inviting, organized workspace, messaging to both clients and employees that they are valued and welcome
• Greet visitors, vendors and staff and manage general office correspondence (email, mail, deliveries)
• Act as the go-to person for employee questions, bookings, and day-to-day issue resolution
• Maintain office supply inventory and place orders as needed
• Schedule meetings, appointments, and maintain awareness of shared calendars for senior leaders as it pertains to client visits, trainings and events
• Assist with basic bookkeeping tasks such as processing invoices for office supplies, managing the Amazon account, processing office related expenses
• Organize and maintain physical and digital filing systems
• Maintain a high standard of office readiness, ensuring the office is tidy, stocked, and presentable at all times through regular walk-throughs, operational checklists, and close coordination with internal teams and vendor partners
• Coordinate with vendors, internal teams and service providers (cleaning, IT, maintenance, etc.)
• Coordinate interoffice and senior leader travel, including hotel and other accommodations
• Assist HR with badging and other on-site requests
• Collaborate with Workplace Experience Administrator to manage customer inquiries through phone, email, and website inquiries and assign to appropriate Washington team members.
• Help facilitate internal events, meetings, and team activities in partnership with Porter Hospitality
• Participate as an active member of the Workplace Experience Team, supporting company events including holiday celebrations, ERG engagements, and all-hands meetings
• Provide administrative support to management and other departments as needed
• Handle other ad hoc administrative duties as they arise

Knowledge/Skills/Abilities:

• High school diploma required; Associate's degree or relevant certification a plus
• 3+ years of experience in an administrative, office support, or receptionist role
• Proficiency with Microsoft Office (Word, Excel, Sheets, Outlook, Gmail)
• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Discreet and trustworthy when handling confidential information
• Comfortable using or learning basic office software (scheduling tools, expense platforms, etc.)

Employee Benefits:

• 15 days of PTO
• 9 Paid holidays
• Medical/Dental/Vision Insurance
• 401k + Employer Match
• Paid Parental Leave
• Wellness App with reimbursement of up to $500/year
• Profit Sharing

Physical Requirements

Seeing, color perception, hearing/listening, clear speech, hand and finger dexterity, and ability to move distances within and between warehouses/offices, ability to get to project sites.

Working Environment

Regularly works with others face to face, over the phone and through email. Generally works in an office environment with moderate noise. Nature of work may require working off hours and significant time spent (50%) out of the office. Periodically works outside and may work around moving objects, dust and dirt.

If this sounds like the right opportunity for you, we encourage you to apply with your resume today. We look forward to connecting!