Office Administrator

Office AdministratorAbout the RoleWe are seeking a highly organized, detail-oriented Office Administrator to support our operations, logistics, and marketing teams. This individual will play a vital role in coordinating trade shows and events, managing business travel logistics, and maintaining key administrative processes within our ERP and compliance systems.The ideal candidate thrives in a dynamic environment, is comfortable handling confidential information, and takes ownership of multiple projects simultaneously.Key ResponsibilitiesTrade Shows & EventsPlan and coordinate company participation in domestic and international trade shows and industry events.Manage event logistics including registration, booth setup, materials shipment, hotel accommodations, and travel itineraries.Track and record event budgets, expenses, and ROI metrics.Support post-event follow-up activities with marketing and sales teams.Maintain a calendar of industry events and deadlines (booth registration, visa timelines, etc.).Administrative & Office SupportServe as the first point of contact for visitors, vendors, and incoming calls or emails.Answer and direct incoming calls and general inquiries professionally and efficiently.Manage calendars, travel arrangements, and accommodations for executives and staff.Prepare and process visas, carnets, and NATO clearances for international travel and product demonstrations.Enter and reconcile credit card transactions in the company ERP system.Support purchasing, documentation filing, and day-to-day administrative functions as needed.Support onboarding of new employees (desk setup, welcome materials, ID badges).Plan and coordinate company events, meetings, and team-building activities (e.g., holiday gatherings, milestone celebrations, staff appreciation days).Draft and distribute the monthly company newsletter, highlighting key announcements, project updates, trade show participation, and employee news.Financial & ERP ResponsibilitiesAccurately enter and categorize expenses into ERP (Enterprise Resource Planning) software.Support finance with vendor records, receipts, and data entry such as monthly credit card statements.Assist with reporting related to trade show and event budgets.Compliance & DocumentationSupport the logistics team for sales and marketing related shipments.Support coordination of travel documentation and security clearance requestsEnsure sensitive business information is handled in accordance with company confidentiality and export compliance policies.Qualifications3+ years of experience in office administration, executive assistance, or operations support.Basic bookkeeping knowledge (AR, AP, and expense tracking) with the ability to enter and organize financial data accurately.Strong proficiency in Microsoft Office (Excel, Word, Outlook) and ERP or CRM systems.Excellent organizational and multitasking skills with attention to detail.Experience coordinating events or travel (domestic/international) is an asset.Fluent in English and professional communication skills and ability to interact with internal and external stakeholders.Why Join UsCollaborative and fast-paced environment with room to grow.Exposure to international markets, trade shows, and defense industry events.Opportunity to make a meaningful impact by ensuring seamless operations across multiple departments.