Office Administrator

Spectraforce Technologies
United States, South Carolina, Columbia
Jan 04, 2026
Role Name: Office Administrator Location: Columbia, SC 29201 Work Environment: Onsite Schedule: Mon - Fri, 9 AM - 5:30 PM Contract length: 3 months assignment with possible extension Job Summary: You will serve as the primary point of operational and administrative contact for internal and external groups, often on complex and confidential issues. You will coordinate the provision of office and staff support services to the office, as well as manage or assist with special projects and events. You will also provide support to a variety of working groups in an administrative capacity. Responsibilities: Serve as the primary point of operational and administrative contact for internal and external groups, often on complex and confidential issues. Act as a "barometer" to sense the issues taking place and keep the President/CEO and team informed as appropriate. Interact professionally with diverse groups of people, including Board members, C-Suite company principals, community leaders, donors, public officials/employees, and staff. Prepare check requests and bank deposits on a weekly basis. Work with accounting personnel on various financial issues/projects, including end-of-year Form 1099 preparation and distribution and maintaining up-to-date W-9 records for all vendors. Serve as direct point-of-contact with regards to incoming payments, including handling merchant account activity, assisting with ACH payment set-up, and assisting with other means of payments, including through Bill.com and credit card processing. Coordinate and oversee the day-to-day management of supplies, equipment, and facilities for the organization, including maintenance, inventory management, logistics, and related activities. Serve as direct point-of-contact for vendor relationships and building/office operations. Track active contracts. Prepare and submit timely filings with various state and federal governmental entities. Provide support for Board/Executive Committee and Initiative Advisory Body meetings, including preparing and distributing meeting materials, arranging catering, and coordinating audio/visual needs. Assist or lead event-related coordination activities, including identifying suitable venues, determining related costs, preparing draft budgets, arranging event services, and monitoring for appropriate internal approvals. Maintain oversight and maintenance of files, both electronic and hard copy. Gather, enter, and update data to maintain initiative files and databases. Maintain customer relationship management and project management systems and run reports as needed. Compose, edit, and distribute electronic communications to stakeholders. Oversee onboarding process and paperwork for contractors and provide assistance to the accountant with onboarding process and paperwork for new employees. 35% Maintains office services by organizing office operations and procedures, controls correspondence, designs filing systems, reviews and approves supply requisitions. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Maintains the office condition and arranges necessary maintenance or repairs. Performs confidential administrative tasks and Triages calls. Provides general support to visitors. 20% Keeps management informed by creating, reviewing, and analyzing special reports, summarizes information, and identifies trends. Completes confidential spreadsheets. Responds to data requests as needed. Forwards Department of Insurance and CEO inquiries and tracks for response. 20% Achieves financial objectives by preparing an annual office budget, scheduling expenditures, analyzing variances, and initiating corrective actions. Ensures that all items are invoiced and paid on time. 10% Liaises with facility management vendors including cleaning, catering, and security services. Manages contracts with office vendors and service providers. 10% Schedules meetings and appointments. Assists with travel arrangements. Maintains calendars and prepares meeting minutes. Plans in-house or off-site activities. Coordinates quarterly meetings, including obtaining/consolidating Power Points, coordinating refreshments, location, and setting up audio./video. Develops departmental org charts. 5% Assists in the on-boarding process for new hires as well as the exit process for employees leaving the department. Tracks and administers Kudos program. Required Skills: Strong organizational skills. Good judgment skills. Excellent written and verbal communication skills. Basic business math proficiency. Strong analytical or critical thinking skills. Excellent knowledge of business etiquette and letter composition. Required Software and Tools: Microsoft Office (Excel, Word, PowerPoint) Google Workspace (Docs, Slides, Sheets, Drive) Bill.com QuickBooks Online Monday.com project management Slack Video conferencing tools (Zoom, Teams) Adobe Pro Education: Required Education: Associate degree. OR, two years of job related work experience or a combination of education and experience equal to 2 years. Required Experience: 2 years of work related experience.