Office Administrator

Key Responsibilities: Procurement & Purchasing Source, evaluate, and purchase raw materials, production supplies, office supplies, and equipment Obtain and compare vendor quotes; negotiate pricing, terms, and delivery schedules Issue and track purchase orders from request through delivery and invoicing Maintain accurate purchasing records and reconcile POs against invoices and packing slips Monitor inventory levels of consumables and production materials; reorder proactively to avoid production delays Identify and qualify new suppliers as needed; maintain vendor files and compliance documentation Supply Chain Coordination Track incoming shipments and resolve delays, discrepancies, or damaged goods with vendors/carriers Coordinate with production/engineering teams to forecast material needs Maintain relationships with key suppliers and monitor for pricing changes, lead time shifts, or supply risk Support cost-tracking and budget reporting related to materials and supplies Leadership Support Provide administrative support to company leadership as needed, including scheduling, correspondence, and preparation of materials for meetings Coordinate travel arrangements and expense reporting for leadership Assist with special projects and cross-functional initiatives at leadership's direction Help prepare reports, presentations, or documentation for board meetings, investor updates, or leadership reviews Act as a point of coordination between leadership and vendors/staff on operational mattersIT Coordination Serve as the first point of contact for basic IT needs (equipment setup, troubleshooting, account access) and escalate to outside IT support/vendors as needed Coordinate procurement and setup of computers, phones, and other equipment for new hires Maintain inventory of IT equipment and software licenses Manage relationships with IT support vendors, ISPs, and software/subscription providers Support onboarding/offboarding IT logistics (equipment issuance and return, account provisioning coordination with outside IT support)Office Administration Manage day-to-day office operations, including facilities, supplies, and vendor service contracts (utilities, cleaning, equipment maintenance, etc.)Greet visitors, manage incoming mail/shipments, and handle general correspondence Support scheduling, meeting coordination, and light HR/administrative support as needed Maintain organized filing systems for contracts, vendor agreements, and procurement records Qualifications 3-5 years of experience in office administration, purchasing, procurement, or supply chain coordination (manufacturing environment strongly preferred)Experience supporting executive or senior leadership a plus Basic familiarity with IT equipment setup and troubleshooting (not a technical/IT specialist role, but comfortable being the first point of contact)Strong organizational skills and ability to manage multiple vendors/orders simultaneously Comfortable using purchasing software, spreadsheets, or ERP/inventory systems (experience with [specific software, if any] a plus)Excellent communication and negotiation skills Discretion and professionalism when handling confidential or leadership-related matters Detail-oriented with strong follow-through on order tracking and documentation Ability to work independently in a small-team, fast-paced startup environment