Office Operations Assistant

Vendor & Service Provider Coordination

• Serve as the primary contact for facility vendors, contractors, and service providers.
• Coordinate service requests, schedule visits, and follow up to ensure timely completion.
• Obtain and track vendor quotes, proposals, agreements, and related documentation.
• Coordinate building access, communicate updates, and escalate service issues as needed.

Invoice Processing & Documentation

• Review, organize, and process vendor invoices, purchase orders, receipts, and supporting documents.
• Verify invoices against approved quotes, agreements, and completed services.
• Submit invoices for approval and follow up on outstanding payments or discrepancies.
• Maintain accurate records of invoices, contracts, vendor information, and payment status.

Building & Office Management

• Coordinate with building management on cleaning, security, parking, access cards, waste management, and other building services.
• Track maintenance requests, inspections, repairs, and scheduled services.
• Coordinate office supplies, furniture, equipment servicing, workspace changes, and office moves.
• Support visitor access, parking, events, and general office logistics.
• Maintain inventories of office equipment, furniture, and supplies.

Compliance & Administrative Support

• Maintain records of inspections, maintenance schedules, vendor contracts, insurance certificates, and service reports.
• Track vendor agreements, renewals, and contract expiration dates.
• Prepare status updates on invoices, service requests, vendor activities, and outstanding issues.
• Collaborate with Finance, Accounting, Procurement, HR, and other teams on facility-related needs and payments.

• Experience in administrative coordination, vendor management, office administration, facilities coordination, accounts payable support, or a related field.
• Strong communication and coordination skills, with the ability to work effectively with vendors, building management teams, and internal stakeholders.
• Experience handling invoices, maintaining records, tracking expenses, or supporting payment processing is preferred.
• Strong organizational skills and attention to detail, particularly in document management, data entry, and recordkeeping.
• Ability to manage multiple requests, track deadlines, and follow through on outstanding items with minimal supervision.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to communicate professionally, resolve routine issues, and escalate matters appropriately.
• A proactive, dependable, and service-oriented approach to work.

• Experience coordinating with commercial property management companies, building management teams, maintenance vendors, or other service providers.
• Familiarity with invoice approval workflows, purchase orders, vendor contracts, and expense tracking.
• Experience using ERP, accounting, procurement, or facilities service request systems.
• Valid driver's license and ability to travel locally for occasional site visits or business-related errands, if required.

• Comprehensive benefits package including medical, dental, and vision insurance coverage.
• Basic life insurance and short-term disability coverage provided by employer.
• Supplemental life insurance and long-term disability coverage options available.
• 401K with employer contribution.
• Personal, Vacation, and Holiday paid time off for all full-time employees.