Office Administrator

Office Administrator

Department: People & Culture

Reports To: Vice President of People & Culture

Location: Louisville, KY (Valiant Office)

Employment Type: Full-Time, Salaried

Starting Base Salary: $60K+

Position Summary

Valiant is seeking a highly organized, proactive, and resourceful Office Administrator to support the day-to-day administrative and logistical needs of our corporate office and project teams across the country.

At Valiant, our jobsite trailers are an extension of our corporate office. This position plays an important role in ensuring both our Louisville office and field offices are organized, appropriately equipped, and have the resources employees need to operate effectively.

Reporting to the Vice President of People & Culture, the Office Administrator will oversee general office administration, coordinate new-hire technology and equipment needs, maintain visibility of company tools and assets across jobsites, support project mobilization and closeout logistics, and coordinate with vendors and service providers.

The ideal candidate is highly organized, dependable, comfortable managing multiple priorities, and enjoys creating structure and keeping things running behind the scenes.

Essential Functions

Office Administration & Workplace Operations

Oversee the day-to-day administrative and operational needs of Valiant's Louisville corporate office.

Maintain an organized, professional, and functional office environment for employees and visitors.

Order and maintain office supplies, kitchen supplies, workplace resources, and other routinely used materials.

Monitor inventory levels and proactively replenish supplies as needed.

Coordinate office maintenance, repairs, cleaning, and service requests with building management and appropriate vendors.

Manage incoming and outgoing mail, shipping, receiving, deliveries, and related office logistics.

Maintain conference rooms, common areas, workspaces, supply areas, and storage areas.

Coordinate office access, keys, badges, and related workplace needs.

Coordinate workspace setup and preparation for new employees and visitors.

Support company meetings, training, events, and other employee-experience activities as needed.

Maintain relationships with office vendors and service providers and coordinate routine service needs.

Identify opportunities to improve office organization, efficiency, and overall functionality.

Jobsite Trailer Administration & Field Logistics

Support Valiant's jobsite trailers as extensions of the corporate office, helping ensure field teams have the tools, technology, equipment, supplies, and administrative resources needed to operate effectively.

Coordinate office and operational setup needs for new project mobilizations and jobsite trailers.

Work with Operations and project teams to identify tools, equipment, technology, and workplace resources required for project startup.

Coordinate the preparation, shipment, delivery, and receipt of company equipment and resources to jobsites throughout the United States.

Coordinate the movement and transfer of company assets between projects based on operational needs.

Maintain visibility into what company-owned tools, technology, and equipment are located at each active jobsite and who is responsible for them.

Support project closeout by coordinating the return, transfer, reassignment, storage, or disposition of company-owned assets.

Coordinate shipping and receiving needs between the corporate office and field locations.

Serve as an administrative resource for project teams regarding office, equipment, supply, and logistical needs.

Travel to Valiant jobsites at least annually, and more frequently as business needs require, to support field logistics, verify assets, and assist with physical inventory.

Asset & Equipment Administration

Own and maintain Valiant's centralized inventory of company-owned tools, technology, equipment, and other operational assets.

Track asset assignments, locations, transfers, condition, and returns throughout the asset lifecycle.

Maintain accurate records identifying what assets are assigned to each project, their physical location, and the individual or team responsible for them.

Maintain appropriate asset information, including serial numbers, identifying information, assigned project, location, condition, and purchase information.

Conduct periodic inventory reconciliations with project teams.

Coordinate approved purchasing of tools, equipment, technology, and other workplace resources.

Identify missing, damaged, aging, or underutilized assets and coordinate appropriate follow-up.

Maintain organized storage and staging areas for equipment awaiting deployment, return, or reassignment.

Maintain standardized processes for requesting, issuing, transferring, returning, and accounting for company property.

Provide leadership with accurate asset and equipment information as requested.

New Hire Technology & Equipment Coordination

Coordinate technology and equipment needs for new employees in partnership with People & Culture, hiring managers, and AME.

Order approved laptops, monitors, phones, tablets, accessories, and other technology required for new hires or existing employees.

Coordinate with AME to ensure technology is properly prepared and available for employee start dates.

Coordinate delivery or shipment of technology and equipment to employees and project locations.

Maintain accurate records of technology issued to employees.

Coordinate the return, reassignment, replacement, or disposal of company technology as employees separate or equipment needs change.

Coordinate technology purchasing, replacements, warranties, and other equipment needs with AME and approved vendors.

Maintain appropriate technology inventory and identify upcoming equipment needs.

Vendor & Purchasing Coordination

Coordinate approved purchases for office supplies, technology, tools, equipment, and other assigned operational needs.

Maintain relationships with assigned office, technology, equipment, telecommunications, shipping, and service vendors.

Coordinate orders, deliveries, installations, repairs, and vendor visits as needed.

Maintain organized purchasing and vendor documentation.

Track recurring service needs and vendor agreements as assigned.

Coordinate with Finance to ensure appropriate purchasing documentation and invoices are submitted and coded to the appropriate project or department.

Identify opportunities for improved purchasing efficiency, standardization, or cost savings.

Process & Continuous Improvement

Develop and maintain clear administrative procedures for office operations, jobsite logistics, equipment management, purchasing, and related responsibilities.

Maintain accurate trackers and documentation to support accountability for company resources.

Identify repetitive issues, gaps, or inefficiencies and recommend practical improvements.

Help establish scalable administrative processes as Valiant continues to grow.

Partner with People & Culture, Operations, Finance, AME, and project teams to improve coordination across the organization.

Perform other related duties as assigned based on organizational needs.

Required Education and Experience

Three (3)+ years of experience in office administration, office management, operations coordination, construction administration, logistics, asset management, or a related role.

Experience supporting office operations, purchasing, vendors, supplies, equipment, or similar administrative responsibilities.

Experience tracking inventory, equipment, company assets, or resources across multiple locations preferred.

Strong working knowledge of Microsoft 365 and general business technology.

Comfortable coordinating technology and equipment needs with an external IT provider.

Strong organiza