Position Overview Tri-State Hospitality Services is seeking a highly organized, proactive, and detail-oriented Office Administrator to support daily business operations, contract administration activities, and internal coordination across departments. This role is critical to maintaining operational efficiency, ensuring compliance with company procedures, and delivering exceptional administrative support in a fast-paced government contracting and hospitality services environment. The ideal candidate is a resourceful professional who can manage multiple priorities, communicate effectively with internal teams and external stakeholders, and uphold the company's commitment to reliability and service excellence. Key Responsibilities Administrative Operations Manage front office functions including phone coverage, email correspondence, mail distribution, and visitor coordination. Maintain organized digital and physical filing systems for contracts, invoices, employee records, and operational documents. Prepare reports, spreadsheets, presentations, and internal communications as requested by leadership. Order and track office supplies while monitoring budget-conscious purchasing practices. Contract & Compliance Support Assist with maintaining contract files to ensure documentation is current, accurate, and audit-ready. Support onboarding documentation for new hires working on contract assignments. Track key contract dates such as renewals, deliverables, inspections, and reporting deadlines. Help coordinate required certificates, licenses, and compliance documentation. Financial & Billing Assistance Support invoicing processes by compiling service data, verifying accuracy, and coordinating submission timelines. Track vendor invoices and assist leadership with payment status updates. Maintain organized records to support financial reviews. Operational Coordination Serve as a central communication point between drivers, warehouse personnel, management, and clients when needed. Assist with scheduling meetings, preparing agendas, and documenting action items. Help coordinate logistics for contract startup activities, inspections, and client visits. Monitor shared calendars to ensure operational awareness across teams. Customer & Client Support Provide professional first-line communication for client inquiries. Escalate service concerns appropriately to ensure rapid resolution. Support leadership in maintaining strong client relationships through responsive service. Required Qualifications Associate's or Bachelor's degree in Business Administration or related field preferred (or equivalent experience). Minimum 2-4 years of administrative or office coordination experience. Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Exceptional organizational and time-management skills. Ability to handle sensitive information with discretion. Strong written and verbal communication skills. Demonstrated ability to prioritize tasks in a deadline-driven environment. Preferred Qualifications Experience supporting government contracts or service-based operations. Familiarity with invoicing, contract documentation, or compliance tracking. Experience working in hospitality, logistics, facilities support, or operational service industries. Core Competencies Attention to

Detail Reliability and Accountability Professional Communication Problem-Solving Mindset Operational Awareness Team Collaboration Adaptability Pay:

$16.00 - $19.00 per hour

Work Location:

In person