Office Administrator

Position Summary

Trident Marine Group is seeking an organized, proactive Office Administrator to provide administrative and operational support across the corporate office and managed property portfolio. This position will serve as a central point of coordination for employee administration, property management activities, inspections, tenant communications, scheduling, document management, and general office operations.

The ideal candidate is highly organized, comfortable managing multiple priorities, and able to communicate professionally with employees, tenants, vendors, property managers, and outside partners. This role requires strong follow-through and attention to detail:

Key Responsibilities:

Human Resources & Employee Administration

• Coordinate new-hire onboarding paperwork and administrative requirements.
• Process employee benefit enrollments, changes, and related documentation.
• Maintain organized and current employee records and personnel files.
• Coordinate enrollment periods and communicate benefit deadlines and requirements to employees.
• Assist with employee onboarding and offboarding checklists.
• Track required employee documentation, certifications, training, and acknowledgments.
• Coordinate with payroll, benefits providers, and management as needed.
• Support distribution and collection of company policies, forms, and employee documentation.

Property Management Administration

• Coordinate and schedule property inspections, routine site visits, and required follow-up activities.
• Maintain inspection schedules, reports, documentation, and outstanding action items.
• Assist management with tracking property-related deadlines, renewals, permits, licenses, and required documentation.
• Coordinate appointments and access for vendors, contractors, inspectors, and other service providers.
• Maintain organized property files, contracts, certificates, inspection records, and correspondence.
• Track outstanding property-management items and follow up with the appropriate internal or external parties.
• Assist with administrative coordination related to repairs, maintenance, and property projects.

Tenant Communications & Coordination

• Serve as an administrative point of contact for tenants regarding routine property matters.
• Distribute notices, property updates, inspection notifications, access requests, and other communications.
• Receive tenant requests and route maintenance or operational matters to the appropriate team member.
• Maintain records of tenant communications and outstanding requests.
• Coordinate scheduling between tenants, property management, vendors, and contractors.
• Assist with tenant move-ins, move-outs, documentation, and other administrative requirements as applicable.

Office & Corporate Administration

• Manage general office organization and administrative workflows.
• Maintain corporate files, electronic records, contracts, and shared documentation.
• Coordinate meetings, appointments, conference calls, and internal schedules as needed.
• Prepare correspondence, forms, reports, meeting materials, and other business documents.
• Assist with ordering office supplies and coordinating office vendors and services.
• Maintain calendars and recurring administrative deadlines.
• Support company events, meetings, training sessions, and employee activities.
• Assist executive and management staff with administrative projects as assigned.
• Help develop and maintain administrative procedures, checklists, and standard operating processes.

Vendor & Document Coordination

• Maintain vendor contact information, insurance certificates, W-9s, contracts, and other required documentation.
• Coordinate vendor scheduling and communicate access or property requirements.
• Track contract expiration dates and administrative renewal deadlines.
• Maintain Certificates of Insurance and other compliance documentation.
• Assist with obtaining proposals, scheduling work, and organizing vendor documentation.
• Route invoices and financial documentation to the appropriate accounting personnel when necessary; possible A/R or A/P processing.

Qualifications

• 2+ years of administrative, office management, property management, HR administrative, or related experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple properties, deadlines, and priorities simultaneously.
• Strong attention to detail and consistent follow-through.
• Professional communication skills when interacting with employees, tenants, vendors, and business partners.
• Proficiency with Microsoft Office, Google Workspace, and cloud-based business systems.
• Ability to learn property management, HR, scheduling, and document-management platforms.
• Ability to handle employee and company information with appropriate confidentiality and discretion.

Key Attributes

The successful candidate will be dependable, organized, responsive, and comfortable taking ownership of administrative processes. This person should be someone who notices when something needs to be followed up on, keeps management informed, and ensures deadlines and administrative details do not fall through the cracks.

This role is particularly well suited for someone who enjoys being the organizational hub of a growing company and supporting multiple departments and properties.

Pay: $18.00 - $26.00 per hour

Work Location: In person