Office Administrator

Description

The Office Administrator is responsible for overseeing daily office operations across multiple locations while ensuring efficiency, compliance, and a high level of organizational support. This role requires a proactive professional who can lead administrative functions, support leadership, manage facilities, and coordinate operations across U.S. and Mexico offices. 

Key Responsibilities:

• Office Operations & Multi-Site Facilities Management 
• Manage facilities operations, including maintenance, space planning, and vendor services 
• Coordinate with landlords, building management, and service providers for all sites as needed 
• Ensure office environments are fully functional, safe, and aligned with company standards 
• Lead office moves, expansions, and space optimization initiatives 
• Coordinate administrative operations between U.S. and Mexico offices 
• Ensure alignment of processes, policies, and procedures across regions 
• Support cross-border communication and collaboration 
• Manage and prioritize executive calendars, including meetings, appointments, and travel arrangements 
• Coordinate company meetings, events, and cross-location initiatives 

Leadership & Team Support

• Delegate tasks and monitor performance to ensure consistent service delivery 
• Provide training and support to administrative staff for corporate offices 
• Act as a key liaison between leadership and administrative teams 

Financial & Budget Administration

• Track corporate office expenses, and approve corporate vendor invoices 
• Complete executive expense reports and payment request as needed  

Communication & Stakeholder Management

• Serve as a primary point of contact for internal teams, leadership, and external partners 
• Handle escalated administrative and facilities-related issues 
• Ensure effective communication across departments and locations 
• Collaborate and communicate effectively with senior executives and their assistants. 
• Build a strong working relationship with Executive Assistants of the CEO, CFO, General Counsel, and business leaders as well as other internal stakeholders.? 

Record Management

• Safeguard confidential information with a high level of discretion 

Requirements

• 5+ years of experience in office administration, including multi-site or regional support 
• Experience managing facilities and vendor relationships 
• Bilingual proficiency in English and Spanish strongly preferred 
• Advanced proficiency in Microsoft Office and office/facilities management systems 
• Strong leadership and team management skills across locations 
• Excellent organizational and project management abilities 
• Ability to manage multi-site operations and competing priorities 
• Strong cross-cultural communication skills 
• Financial acumen and budget management experience 
• High level of professionalism, discretion, and problem-solving ability 

Travel:

• As needed travel internationally between United States and Mexico to meet business needs.  

Language:

• English preferred, Bi-Lingual (English/Spanish) desired. 

Compensation:

• PMG will offer a competitive compensation package commensurate with the background and experience of the applicant. 

AAP/EEO Statement: Panorama Mortgage Group, LLC dba SimplyPMG is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.