Office Administrator

Your Role

We are seeking a full-time Office Administrator to join our team at our corporate headquarters in Arlington, VA. In this highly visible role, you will be the first point of contact for visitors, clients, and employees while helping ensure our office operates efficiently each day. You'll provide exceptional customer service, support company operations, assist with office administration, coordinate meetings and events, and contribute to creating a welcoming and collaborative workplace.

The ideal candidate is dependable, organized, proactive, and enjoys working with people. This position requires working onsite Monday through Friday from 8:30 AM to 4:30 PM.

Your Responsibilities

Front Desk & Office Operations (50%)

Create a professional, welcoming, and well-organized office environment that supports a positive experience for employees, clients, and visitors.

• Serve as the first point of contact for visitors, clients, and employees, providing a warm welcome and responsive assistance.
• Manage front desk communications by answering and directing incoming calls and responding to general inquiries promptly and professionally.
• Ensure mail, packages, and shipments are received, distributed, and processed accurately and efficiently.
• Maintain a clean, organized, and fully stocked workplace by monitoring supplies and ensuring common areas are consistently ready for use.
• Coordinate with vendors and building management to resolve maintenance and service needs promptly and minimize workplace disruptions.
• Identify and recommend improvements to office procedures, services, and shared spaces that enhance efficiency and the overall workplace experience.

Administrative Support (30%)

Provide reliable, detail-oriented administrative support that helps employees, departments, and senior leaders work efficiently and effectively.

• Help create a smooth and welcoming onboarding experience by preparing workspaces and coordinating office-related arrangements for new hires.
• Prepare and distribute clear, accurate, and professional internal communications, correspondence, and office documents.
• Support departments and senior leadership with special projects, scheduling, document preparation, and other day-to-day administrative needs.
• Process office purchases and invoices accurately and maintain organized records to support timely payment and budget tracking.
• Provide flexible administrative and operational support as priorities evolve, helping the team meet deadlines and keep important initiatives moving forward.

Event Coordination & Culture Support (20%)

Play an active role in creating a welcoming, connected workplace and sustaining IntraFi’s highly regarded company culture-one reflected in our five-star Glassdoor ratings.

• Coordinate conference room schedules and prepare polished, welcoming spaces for meetings, company events, and visiting guests.
• Support successful company meetings, employee celebrations, social events, and engagement activities by managing logistics, supplies, communications, setup, and breakdown.
• Help coordinate employee volunteer programs, charitable-giving initiatives, and community-service opportunities that encourage participation and advance IntraFi’s community impact.
• Collaborate with colleagues across the organization on programs that strengthen employee connection, engagement, and belonging.
• Track event details, deadlines, registrations, and administrative requirements to ensure activities are thoughtfully organized and successfully executed.

Required Experience, Skills, and Qualifications

• High school diploma or equivalent required
• At least one year of experience working as an Office Assistant, Receptionist, or in a similar administrative support role required
• Friendly, professional, and customer-focused demeanor
• Excellent verbal and written communication skills
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Dependable, punctual, and able to work independently
• Proficient with Microsoft Office, including Outlook, Word, Excel, and Teams
• Ability to provide exceptional service to both internal and external customers
• Must be able to bend, reach, stoop, and twist to perform routine office duties and lift or move office materials and packages weighing up to 40 pounds