Office Administrator

Full-time - Entry Level

Nashville, TN

About the position

As an Office Administrator, you will be responsible for managing daily office operations, supporting employee experience initiatives, and maintaining a productive workplace. This role requires a hands-on, problem-solving mindset with strong organizational and communication skills. You will oversee facility operations, office supplies, vendor coordination, and administrative processes that keep Whisper Aero running smoothly.

Responsibilities

• Support recruiting efforts, including scheduling candidate onsite interviews and ensuring a smooth interview day experience.
• Monitor security cameras and manage access control for guests and employees.
• Oversee office cleaning services and manage relationships with corporate cleaning vendors.
• Maintain conference rooms, ensuring cleanliness and readiness for meetings.
• Coordinate facilities maintenance for plumbing, HVAC, electrical, and other services.
• Track and manage vehicle fleet services, including registration, insurance renewals, and repairs.
• Oversee office meals and catering, coordinating with vendors for weekly team lunches and candidate interviews.
• Maintain office snack and beverage stock, and purchasing of supplies.
• Plan and coordinate team events and activities, working across multiple locations for engagement initiatives.
• Assist in planning the annual holiday party and other company-wide celebrations.
• Manage incoming and outgoing mail and deliveries, ensuring timely distribution.
• Oversee shipping logistics, creating FedEx labels and coordinating shipments from the office.
• Assist with new hire onboarding, including setting up desks, providing welcome swag, and guiding new employees through their first day.
• Troubleshoot basic IT and software issues, helping employees with SharePoint, Coda, Jira, and Slack workflows.

Requirements

• 4+ years of experience in office administration, operations, or facilities management.
• Experience with interview coordination and recruitment systems/tools.
• Strong problem-solving skills and ability to work independently.
• Highly organized with attention to detail and ability to manage multiple tasks.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office, Google Suite, Atlassian, and workplace management tools.

Nice-to-haves

• Experience in a fast-paced startup or aerospace environment.
• Background in facilities management, vendor coordination, or logistics.
• Familiarity with security and access control systems.

Benefits

• 100% paid Medical, dental, and vision for employees, 75% paid for dependents.
• Starting at four weeks of paid time off for vacation, sick, and personal days.
• Value-based compensation, plus enjoy Tennessee’s no-income-tax life.
• End of Year Bonuses for eligible employees.
• Paid team meals based on office demands.
• 401(k).
• Relocation Assistance.
• Professional Development Stipend.