Sr. Office Administrator

Ultimate Staffing is seeking a Sr. Office Administrator to join a client in Milpitas. This is a temp to hire position. The role is 100% onsite with travel to their Oakland facility as needed. Position SummaryThe Office Administrator is a highly visible and high-impact role responsible for supporting senior leaders while ensuring operational excellence. Based primarily in Milpitas, this role blends executive-level administrative partnership, office and facilities management, hands-on operational support, and cross-functional coordination. In addition to advanced administrative support, the Office Administrator plays a key role in shaping and strengthening administrative operations across locations. As the administrative function evolves, this position offers the opportunity to take on broader leadership and operational influence.We are seeking a poised, resourceful, and relationship-driven professional who thrives in a fast-paced environment and represents the company with discretion, professionalism, and strong stewardship. This role includes regular front-desk coverage in the Milpitas office and active participation in daily office operations. Key ResponsibilitiesExecutive & Administrative SupportProvide high-level administrative support to multiple leaders, including managing complex and competing calendars with accuracy and sound judgmentSafeguard executive time by prioritizing requests and anticipating needs in dynamic or ambiguous situationsPrepare and refine presentations, reports, correspondence, and internal communicationsServe as a trusted liaison for internal and external stakeholders, maintaining strict confidentialityProactively identify issues and deliver thoughtful, solutions-oriented supportPartner with and provide coverage for other executives and administrative team members as neededOffice Management & OperationsOversee daily operations for the Milpitas office and support operational coordination for the Oakland locationProvide guidance and oversight to Office Coordinators in Milpitas and Oakland to ensure alignment with company standards and expectationsManage office budgets, expense tracking, and procurement activitiesSource and manage office supplies, equipment, furnishings, and vendor services with a focus on cost efficiency and qualityDevelop, maintain, and promote office management SOPs to ensure consistency across locationsLead space planning efforts, workstation setups, office moves, and office environment enhancementsIdentify and implement process improvements to enhance efficiency and user experienceFacilities & Vendor CoordinationAct as the primary point of contact for building management, facilities services, and maintenance providersCoordinate repairs, safety inspections, preventative maintenance, and tenant improvementsManage vendor relationships, contracts, and service-level expectationsEnsure all locations meet safety, accessibility, and operational readiness standardsEmployee Experience & EngagementPartner with People and Communications teams to support office events, celebrations, and culture-building initiativesContribute to programs that strengthen employee experience, community presence, and local engagementMeetings, Events & Travel CoordinationPlan and manage logistics for meetings, events, department gatherings, and company-wide activitiesCoordinate domestic travel for executives and team members with attention to detail and experiencePrepare meeting materials and support follow-up actions to maintain accountability and momentumFinancial & Document ManagementPrepare and reconcile executive and office expense reports accurately and on timeMonitor office and operational budgets, identifying opportunities for cost-effective improvementsMaintain organized and accessible filing, documentation, and tracking systemsSupport research, project coordination, meeting preparation, and action-item trackingQualifications3-5 years of experience providing administrative support, including direct support to senior leadersExperience managing office operations, facilities coordination, or multi-site administrative functionsDemonstrated ability to coordinate workflows or provide functional leadershipStrong organizational and prioritization skills with comfort navigating shifting prioritiesExceptional written and verbal communication skillsHigh level of professionalism, discretion, emotional intelligence, and interpersonal effectivenessAdvanced proficiency with Microsoft Office and modern collaboration toolsExperience in construction, professional services, or operationally complex environments preferredBachelor's degree preferred; equivalent professional experience consideredAll qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.