Job Title - Office Administrator 1 
Duration – 12 months
Location: Lexington, KY 40509
Onsite/Hybrid – Onsite
 
Job Description:
The Office Coordinator is responsible for ensuring the effective maintenance, repair, and operation of the Lexington Technology Center and technical document control. This role involves coordinating with external contractors to implement preventative maintenance programs to ensure the smooth functioning of the office infrastructure and provide general support for teams that reside in the Lexington Technology Center.
Key Responsibilities:
Facility Management & Building Ownership Support
• Building Operations: Assisting with daily inspection of the building, coordinating with vendors for repairs, maintenance, and improvements. Respond promptly to emergency maintenance requests and ensure timely resolution of issues.
• Safety & Security: Ensuring compliance with health and safety regulations, monitoring building security, and maintaining site access, including visitor management.
• Vendor Liaison: Acting as the point of contact for building service providers, cleaning crews, and maintenance teams.
• Office Operations: Ordering and maintaining inventory of office supplies and ensuring equipment (copiers, printers) is functional.
2. General Administration & Human Resources
• HR Liaison: Coordinating with HRBP and managers to provide onsite HR assistance as a first point-of-contact.
• Financial Recordkeeping: Basic bookkeeping, including tracking building expenses.
• Records Management: Maintaining physical and digital filing systems, ensuring confidentiality of sensitive information.
3. Engineering & Design Support
• Project Documentation: Creating and maintaining project files, including managing technical documents, drawings, and specifications.
• Database Management: Updating engineering project trackers (PPM), client databases, and software systems.
• Compliance & Licensure: Maintaining records of engineering staff training and certifications.
• Procurement Support: Assisting with vendor, contractor, and consultant coordination; processing purchase orders and invoices. (UL, ETL, AHRI, etc.)

Key Skills and Qualifications
• Proficiency in Software: Expert in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Industry Software Familiarity: Experience with, or ability to learn, project management systems, CAD viewers, and ERP systems (e.g., SharePoint).
• Communication & Interpersonal Skills: High-level professionalism to interact with clients, vendors, and all levels of the organization.
• Organizational Skills: Ability to prioritize tasks in a fast-paced, sometimes stressful environment with attention to detail.

Working Conditions:
• This position may require occasional evening or weekend work to address emergency maintenance needs.
• Physical requirements include the ability to lift and carry heavy objects, climb ladders, and perform other physically demanding tasks.
  
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 21.00/hr.