Materials Administrator Jobs (NOW HIRING)

Position Summary

The Corporate Office & Events Administrator plays a key role in supporting the daily operation, organization, and employee experience of the Addison corporate office. This position serves as a central point of coordination for office administration, meetings and events, employee programs, training logistics, internal communications, hospitality, and workplace support.

The successful candidate will be highly organized, proactive, service-oriented, and comfortable managing multiple priorities in a fast-paced corporate environment. This role requires strong attention to detail, excellent communication skills, sound judgment, and the ability to independently coordinate activities from initial planning through successful execution.

In addition to supporting employees, leaders, visitors, and business partners, the Corporate Office & Events Administrator helps ensure the Addison office remains professional, organized, welcoming, and prepared for day-to-day business needs, company meetings, training programs, and special events.

Essential Job Duties and Responsibilities

Corporate Office Operations

• Coordinate day-to-day administrative activities supporting the effective operation of the Addison corporate office.
• Maintain the Addison corporate calendar and other shared office calendars, ensuring meetings, events, training activities, and key office dates are accurately reflected.
• Coordinate conference room scheduling, room preparation, technology readiness, hospitality needs, and meeting materials.
• Maintain conference room and common-area hospitality supplies, including snacks, beverages, and related items.
• Coordinate local food and catering orders for meetings, employee activities, training programs, and other company functions.
• Maintain appropriate inventories of office, event, training, onboarding, and employee-related materials and coordinate replenishment as needed.
• Help maintain organized, professional, and welcoming common areas and shared office spaces.
• Coordinate administrative needs with internal departments and external vendors as appropriate.
• Provide administrative support for special office projects and initiatives.

Meetings, Events & Hospitality

• Coordinate logistics for company meetings, employee events, training sessions, workshops, leadership meetings, and other corporate functions.
• Manage event logistics including scheduling, catering, room setup, event rentals, supplies, signage, materials, and post-event coordination.
• Coordinate event-related travel and hotel arrangements as needed.
• Coordinate meals and hospitality for technician training programs, corporate meetings, visitors, and other business activities.
• Support planning and execution of employee recognition programs, including holiday awards and holiday giveaways.
• Coordinate logistics associated with the Addison holiday party and other employee celebrations or company-sponsored events.
• Serve as a key onsite resource during events to help ensure activities are organized, professional, and executed according to plan.
• Coordinate with vendors, caterers, hotels, rental providers, and internal stakeholders to confirm event requirements and timelines.
• Anticipate logistical needs and proactively address potential issues before meetings and events occur.

Employee Engagement & Corporate Programs

• Coordinate administrative and logistical support for employee engagement, recognition, and culture-building initiatives.
• Support and coordinate Addison charity and community involvement activities.
• Coordinate employee celebrations, appreciation activities, holiday programs, and other corporate office initiatives.
• Partner with HR and business leaders to support programs designed to enhance the employee experience within the Addison office.

Internal Communications & Digital Content

• Create and coordinate professional internal communications, announcements, presentations, signage, and employee-facing materials.
• Administer and maintain content within Appspace and other internal communication channels as assigned.
• Create visual communications using tools such as Canva, PowerPoint, Word, and other approved platforms.
• Maintain communication and event calendars to ensure announcements and materials are prepared and published on schedule.
• Draft, edit, and format communications with a high degree of accuracy, professionalism, and attention to grammar and presentation.
• Coordinate with internal stakeholders to collect information, confirm messaging, and ensure communications are timely and accurate.

Reception & Workplace Experience

• Serve as a primary reception backup, professionally greeting and assisting employees, candidates, customers, vendors, and visitors.
• Answer and appropriately direct incoming calls and inquiries when supporting reception.
• Help ensure visitors and guests receive a professional, welcoming, and well-coordinated experience.
• Coordinate meeting rooms, visitor accommodations, refreshments, and other hospitality requirements as needed.
• Respond professionally and promptly to employee and office-support requests.

New Hire & HR Administrative Support

• Coordinate preparation of new-hire materials, welcome packets, orientation resources, and related onboarding items.
• Coordinate onsite onboarding logistics, including meeting spaces, schedules, materials, meals, and other administrative requirements.
• Communicate logistical information to new hires and internal participants as appropriate.
• Maintain organized onboarding materials and related administrative resources.
• Provide administrative and logistical support to HR programs, employee meetings, training sessions, and other people-related initiatives as needed.

Administrative Systems & Organization

• Maintain organized shared files, calendars, templates, trackers, event documentation, and administrative resources.
• Utilize Excel to maintain tracking tools, organize information, and prepare basic reports.
• Utilize Word, including mail merge functionality, to produce standardized letters, communications, labels, and other business documents.
• Utilize PowerPoint and Canva to create polished presentations and communication materials.
• Maintain accurate records related to office activities, events, inventory, and administrative programs.
• Identify opportunities to improve administrative processes, organization, communication, and office coordination.
• Perform additional duties and special projects as assigned in support of corporate office operations.

Education and Experience

• High school diploma or equivalent required.
• Associate degree, college coursework, or professional training in business administration, communications, hospitality, event management, or a related discipline preferred.
• Three or more years of administrative, office operations, event coordination, hospitality, or related professional experience preferred.
• Demonstrated experience coordinating meetings, events, training activities, or workplace logistics.
• Experience working with vendors, catering providers, hotels, event venues, or other external business partners preferred.
• Experience working in a professional corporate office environment strongly preferred.
• Experience interacting professionally with employees, leadership, customers, vendors, candidates, and visitors.

Knowledge, Skills and Abilities

• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines simultaneously.
• Demonstrated ability to independently coordinate projects and activities from planning through execution.
• Excellent attention to detail and commitment to accuracy.
• Strong written communication skills, including grammar, formatting, proofreading, and professional business correspondence.
• Excellent verbal and interpersonal communication skills.
• Professional, polished, and service-oriented demeanor.
• Strong customer-service and hospitality mindset.
• Ability to anticipate needs, take initiative, and resolve routine issues without continuous direction.
• Ability to establish priorities and remain organized in an environment where needs and schedules may change.
• Strong follow-through and accountability for assigned responsibilities.
• Ability to interact effectively with employees and leaders at all levels of the organization.
• Sound judgment and discretion when handling internal information.
• Proficiency with Microsoft Office, including:
  • Excel for tracking, organization, and basic reporting
  • Word for document formatting and mail merge
  • PowerPoint for professional presentations and communication materials
  • Outlook for email and calendar management
• Proficiency with Canva or similar content-creation tools.
• Experience with Appspace or similar digital workplace communication platforms preferred.
• Ability to quickly learn new systems, applications, and administrative processes.

Working Environment and Physical Demands

• This is a 100% onsite position in the Addison office, Monday through Friday.
• Regular interaction with employees, leadership, candidates, visitors, vendors, and business partners is required.
• Standard work is performed in a professional corporate office environment.
• Occasional support may be required outside normal business hours for company meetings, employee events, or other business functions.
• Frequent use of computers, phones, and standard office equipment.
• Ability to sit or stand for extended periods.
• Ability to lift, carry, or move items weighing approximately 20 pounds, including event supplies, training materials, employee materials, and office inventory.
• Occasional walking, bending, reaching, lifting, and room setup may be required in connection with meetings, events, inventory, and training activities.