Office Administrator at ARKANCE USA, LLC – Irvine, California

About ARKANCE US Company:

At ARKANCE US, we empower design, engineering, construction, and manufacturing teams to work smarter, deliver stronger outcomes, and build a better world. As part of the global ARKANCE Group - a trusted partner with deep industry expertise, innovative technology solutions, and high-performing teams across 19 countries - we bring together technology, consulting, and services that help organizations transform how they design, build, and operate.

Our culture is built on our people and our values - guided by integrity, innovation, customer success, education, financial responsibility, and an employee-first mindset. We believe that when great people come together around a shared purpose and set of values, we create lasting value for our customers, our communities, and each other.

Position Overview

The Office Administrator is responsible for ensuring that the Irvine office operates with professionalism, organization, and operational discipline consistent with enterprise standards. This role serves as both the front-of-house leader and a trusted administrative partner to the EVP of Business Operations.

Sitting within Operations, this position ensures that the physical office environment, executive scheduling, and administrative workflows operate within the same rhythm, clarity, and accountability framework as the broader organization. By bringing structure to logistics, discipline to scheduling, and professionalism to the workplace experience, this role enables leadership focus and operational continuity.

The purpose of the Office Administrator is to create organizational efficiency and executive leverage. This role ensures that the Irvine office functions seamlessly, executive time is protected and prioritized, and operational details are managed with precision—allowing leadership to operate with clarity, responsiveness, and speed.

Core Responsibilities

Executive Calendar & Coordination

· Manage and prioritize the Executive Leadership Teams’ (ELTs’) calendar, ensuring alignment with enterprise priorities and operating cadence.

· Coordinate internal and external meetings across stakeholders, time zones, and functions.

· Prepare meeting logistics, materials, and supporting documentation as required.

· Manage travel arrangements and executive scheduling logistics with accuracy and discretion.

· Protect executive time by ensuring clarity of purpose and readiness for scheduled engagements.

Office Operations & Workplace Management

· Oversee day-to-day operations of the Irvine office, ensuring a professional, organized, and welcoming environment.

· Manage vendor relationships, including facilities, maintenance, cleaning, and office supply providers.

· Monitor inventory, procurement, and cost control related to office operations.

· Ensure meeting rooms, shared spaces, and front-office areas are consistently prepared and maintained.

· Coordinate on-site meetings, company events, and employee gatherings.

Front Desk & Administrative Leadership

· Serve as the primary point of contact for visitors, clients, and vendors.

· Manage incoming communications, deliveries, and general office inquiries.

· Maintain professional front-of-house presence and security protocols.

· Partner with HR to coordinate onboarding logistics for new Irvine-based employees.

· Support documentation, reporting preparation, and administrative coordination as directed.

Operational Support & Execution

· Assist the ELT with special projects and operational initiatives.

· Maintain organized digital and physical recordkeeping systems.

· Serve as liaison between Irvine staff and central operations teams.

· Ensure operational details are executed consistently and proactively addressed before escalation.

Capabilities

Organizational Discipline & Attention to Detail

· Demonstrated ability to manage competing priorities with precision and reliability.

· High level of attention to detail and follow-through.

· Ability to anticipate needs and prevent operational friction before it occurs.

Executive Support Acumen

· Experience managing senior executive calendars and logistics.

· Strong judgment in prioritization and discretion.

· Ability to operate with professionalism and confidentiality.

Operational Coordination

· Strong process orientation with ability to manage vendors, facilities, and logistics efficiently.

· Comfort working across functions to ensure alignment and clarity.

· Ability to operate independently while maintaining alignment with enterprise standards.

Essential Functions

· Manage executive calendar scheduling and prioritization.

· Oversee front desk operations and visitor experience.

· Coordinate vendor relationships and office maintenance needs.

· Support preparation of meetings, travel, and executive logistics.

· Maintain organized office systems and documentation.

· Work on-site in the Irvine office during standard business hours.

· Handle confidential information with discretion and integrity.

Key Performance Indicators (KPIs)

Executive Leverage & Scheduling Effectiveness

· Accuracy and optimization of executive calendar management.

· Reduction in scheduling conflicts and last-minute disruptions.

· Timeliness of travel and meeting coordination.

Office Operational Continuity

· Office readiness and professionalism standards maintained.

· Vendor performance and cost management effectiveness.

· Minimal operational disruptions.

Administrative Responsiveness

· Timeliness and completeness of task execution.

· Stakeholder satisfaction (executive and employee feedback).

· Onboarding logistics executed accurately and on time.

Physical Requirements:

• Requires prolonged period of sitting, with occasional standing

• Continuous use of computers and other office equipment

• Occasionally required to lift, carry, push or pulling and/or move up to 10-25 lbs.

Pay range for this position: $60,000 - $75,000

ARKANCE USA LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.