Office Administrator - Onsite in Natchitoches, Louisiana Role and Responsibilities The Office Administrator thrives on helping others, anticipates whats needed before being asked, and genuinely enjoys keeping an office running like a well-oiled machine. This is more than a front-desk role, it's the heartbeat of our Executive Office. The Office Administrator wears many hats: host, organizer, supplier, problem-solver, and go-to person. The Office Administrator enjoys being in the know, helping behind the scenes, and keeping the workspace efficient, clean, and welcoming. The Office Administrator is expected to perform these and additional duties and responsibilities professionally and efficiently, contributing to the overall success of Liviniti and our HR Department:
Office Operations and Administration
- Be a friendly face and reliable presence at the Executive Office entrance, creating a welcoming and professional environment for employees, guests, and clients.
- Manage front-desk operations, including visitor check-in, handling deliveries, mail, and answering incoming calls when needed.
- Serve as the Executive Offices primary point of contact for administrative and facility-related needs, coordinating with departments and leadership to resolve issues quickly and efficiently.
- Keep office procedures clear and consistent, updating them as needed for growth or improvement.
- Maintain confidentiality and professionalism when handling sensitive or protected information.
- Support company-wide events or functions where Executive Office coordination is required.
- Anticipate needs and respond with a proactive mindsetwhether its a last-minute request from a visiting client or an unexpected facilities issue.
Supply Management
- Track and maintain inventory of office supplies, breakroom snacks, beverages, and cleaning materials.
- Ensure common areas (including breakrooms and bathrooms) are always stocked, clean, and functional.
- Coordinate with vendors for timely restocking, service quality, and cost efficiency.
- Help manage special-order needs (e.g., catering utensils, extra beverage carts for events, special accommodations for visitors, etc.).
Facilities and Maintenance
- Monitor day-to-day upkeep of the officeidentify and report maintenance issues, coordinate clean-up efforts, and ensure all shared spaces stay in great shape.
- Partner with our Facilities Coordinator and third-party providers on HVAC, pest control, janitorial services, and general building maintenance.
- Support with workspace reconfigurations, new employee desk setups, or furniture relocations.
- Keep safety top of mindrestock first-aid kits, report hazards, and support any emergency preparedness procedures.
Event and Meeting Support
- Coordinate logistics for in-office meetings, executive team events, and client visitsincluding room bookings, signage, catering, and technology setup.
- Set up conference rooms and assist with A/V equipment, connecting with IT as needed to ensure a seamless experience.
- Manage ordering, delivery, and setup of meals, refreshments, or décor for employee celebrations or executive sessions.
- Maintain a calm and positive attitude when timelines are tight, especially when meetings pop up with only a few minutes notice.
Other Duties as Assigned
- Provide light administrative support to HR, Legal, the CEO, EVP, and Senior Executive Assistant.
- Support wellness initiatives by coordinating ergonomic evaluations, small office fitness equipment, or internal health programming.
- Prepare presentation packets or meeting documents for executive-level meetings.
- Handle outgoing mail and packages, coordinating pickups and drop-offs as needed.
- Keep tabs on office morale and serve as a quiet champion of Livinitis culture.
- Be open to doing a little bit of everythingyour adaptability makes you essential.
- Serve as a culture carrierwhether its remembering birthdays, keeping the coffee strong, or helping with last-minute meeting prep, your presence helps others feel seen, supported, and at ease.
- Occasionally assist with new hire welcome activities in the Executive Office, including desk prep and first-day hospitality.
- Jump in on short-term projects to help HR or leadershipwhen we say all hands on deck, we mean it.
- Represent the Executive Office with warmth, professionalism, and a sense of hospitality were proud of.
- Abides by all obligations under HIPAA related to Protected Health Information (PHI).
- If a HIPAA violation is discovered, whether individually or by another, you must report the violation to the Compliance Officer and/or Human Resources.
- Attends, completes, and demonstrates competency in all required HIPAA Training offered by the company.
- Flexibility to understand, appreciate, and embrace that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
Required Skills and Competencies
- Experience in office coordination, administrative support, or facilities is preferred.
- Strong organizational skills with the ability to manage multiple priorities at once.
- Friendly and confident communicatorboth in person and over email/phone.
- Ability to lift or move items occasionally (up to 25 lbs), including cases of water or boxes of paper.
- Calm under pressure, patient, and willing to shift gears when needed.
- Tech-savvy with basic familiarity in Microsoft Office tools (Excel, Outlook, Word).
- Able to work independently and knows when to escalate or ask for help.
Supervisory Responsibility
This position has no supervisory responsibilities.
What We Have to Offer The Office Our benefits package is designed to keep our employees happy and healthy - physically, mentally and financially.
- Medical, Dental, Vision Insurance
- Disability and Life Insurance
- Employee Assistance Program
- Generous Paid-Time Off
- Annual Reviews and Development Plans
- Retirement Plan with company match immediately 100% vested.
Position Type and Expected Hours of Work
- This is a full-time, exempt position.
- The employee must be available during the core work hours of 8:00 AM to 5:00 PM CT with occasional flexibility for early meetings, events, or unexpected tasks. We cover clients from the West to the East Coast, work times must be adjusted to cover meetings in all time zones. Ability to work extended hours, weekends, and holidays under industry demands.
Travel None expected.
Required Education and Experience
- High school diploma or equivalent.
- 1 3 years of experience in an administrative, receptionist, office coordination, or similar customer-facing support role.
- Demonstrated ability to manage multiple tasks, prioritize effectively, and work independently in a fast-paced environment.
- Strong communication and interpersonal skills with a commitment to professionalism and hospitality.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and general comfort learning new systems.
Preferred Education and Experience
- Associate or bachelors degree in business administration, Office Management, or a related field.
- Experience supporting an executive or leadership team, especially in a healthcare, HR, legal, or operations environment.
- Familiarity with handling confidential information or compliance-sensitive tasks (HIPAA, facility access, etc.).
- Experience coordinating office or team events, meetings, and/or vendor relationships.
- Previous exposure to facilities or operations support responsibilities (e.g., maintenance vendors, safety protocols, supply chain coordination).
Liviniti, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Liviniti, LLC complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Liviniti, LLC expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Liviniti, LLC employees to perform their job duties may result in discipline up to and including discharge. EOE M/F/D/V
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