Office Administrator

St. Louis, MO, USA|Onsite

Job Overview

Work Schedule

Standard Hours

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee assistance program

Professional Development

Flexible working hours

Job Description

CannonDesign is a prominent design practice known for its innovative approach where strategy, experience, architecture, engineering, and social impact converge into dynamic, meaningful solutions. The firm is dedicated to creating transformative designs that address some of the most complex challenges faced by clients and society at large. Central to the ethos at CannonDesign is Living-Centered Design, a distinctive philosophy that underscores their commitment to not only improving the world but fundamentally reshaping it in positive and lasting ways. This commitment goes beyond mere aesthetics or functionality; it places people and communities at the core of design, ensuring that every project results in tangible improvements to everyday life.

Founded on principles of inclusivity, collaboration, and continuous innovation, CannonDesign prides itself on fostering a work environment that emphasizes client adoration, equity, diversity, and transparency. Their strong DEI Council, Employee Resource Groups, and various community initiatives reinforce their goal of a diverse and inclusive workplace where every individual’s voice contributes to the data-driven and people-centered design solutions they deliver. The company's dedication to openness means employees are encouraged to freely communicate ideas and challenges, nurturing a culture where innovation thrives.

The administrative and operational support role based in their St. Louis, Missouri office seeks a proactive, dedicated professional who can effectively manage front-of-house activities and office operations. This position is critical in projecting a positive and professional image of the office, acting as the initial point of contact for visitors, staff, and vendors. The successful candidate will work primarily onsite from Monday through Thursday but should also be willing to provide occasional coverage for office events during evenings and weekends.

This role involves a wide range of responsibilities, including greeting visitors, managing phone inquiries, scheduling meetings, coordinating travel arrangements, and assisting with internal events and hospitality services. The ideal candidate will bring strong organizational skills, a client-focused mindset, and an ability to multitask efficiently in a fast-paced environment. They will foster a supportive culture within the office by working collaboratively with team members and contributing to a welcoming and well-organized workspace.

Technical proficiency with Microsoft Office Suite and experience in managing confidential information with discretion are essential for success in this role. As part of their duties, the individual will also support the onboarding of new staff and mentor front desk personnel to maintain consistent service standards. This position includes managing office supplies, mail, package delivery services, and ensuring compliance with record retention policies.

CannonDesign offers an environment that values accuracy, timeliness, and quality of work, encouraging employees to identify and escalate issues or inefficiencies to maintain smooth operations. The company’s comprehensive benefits and emphasis on professional growth make it an excellent opportunity for individuals looking to contribute meaningfully to both the firm and its vibrant office community.

Job Requirements

Minimum of two years of related experience
Minimum High School Diploma or GED
Proficiency in Microsoft Office Suite
Ability to lift up to 30 pounds
Ability to work in a highly collaborative and deadline driven environment
Excellent verbal and written communication skills
Strong attention to detail and focus on accuracy
Positive, can-do attitude and willingness to dive into projects and tasks

Job Qualifications

Minimum of two years of related experience
Minimum High School Diploma or GED
Associates degree in relevant field preferred
Experience working in a professional services firm preferred
Excellent verbal and written communication skills
Strong attention to detail and focus on accuracy
Ability to work in a collaborative and deadline driven environment
Positive, can-do attitude and willingness to dive into projects and tasks
Proficiency in Microsoft Office Suite
Ability to lift up to 30 pounds

Job Duties

Greet and assist visitors, staff, and vendors with professionalism and warmth
Serve as the first point of contact by sitting at the front desk or reception area when required
Answer incoming phone calls and direct inquiries to appropriate team members or departments when required
Deliver service with a client-focused mindset
Demonstrate strong organizational skills to manage multiple responsibilities efficiently
Collaborate with team members and contribute to a supportive, firm-first office culture
Follow direction effectively and remain task-focused in a fast-paced environment
Manage calendars, schedule meetings, coordinate travel arrangements, take meeting notes, and prepare or review expense reports
Coordinate and execute internal office events, including arranging external services such as catering and supplies
Maintain inventory and organization of office and hospitality supplies
Support local onboarding efforts for new staff and assist with hospitality services
Train and mentor new receptionist or office staff
Manage incoming and outgoing mail and packages
Complete assigned tasks accurately and timely
Identify issues or inefficiencies and escalate them appropriately
Use common software programs such as Microsoft Office effectively
Manage confidential information with discretion and professionalism
Ensure compliance with record retention policy standards
Perform other duties as assigned