Benefits:
Dental insurance
Health insurance
Paid time off
Training & development
Vision insurance
About Octane Design
Octane Design, LLC is a full-service Construction Management firm specializing in commercial projects across retail, financial services, food service, office, healthcare, and site construction. We partner closely with our clients to deliver well-managed projects from concept through completion — on time and on budget.
We pride ourselves on strong partnerships, clear communication, and a well-run operation. We’re looking for a dependable and organized Office Administrator / Receptionist to help support our growing Phoenix corporate office.
Position Overview
The Office Administrator serves as the primary receptionist and first point of contact for Octane Design. This role supports the day-to-day operations of the office by managing front desk responsibilities, maintaining organized digital files, coordinating office supplies and shipping, and helping create a professional and welcoming office environment.
This position also provides general administrative support across departments and will be cross-trained to assist with travel coordination, including full coverage during planned absences.
What You’ll Do
Reception & Front Desk (Primary Role)
Greet visitors and serve as the friendly, professional first impression of the company
Answer and route incoming calls promptly and accurately
Screen and direct general inquiries and sales calls appropriately
Maintain a clean, organized, and welcoming front office at all times
Filing & Document Management
Organize and maintain digital filing systems and project folders
Create and manage folders using established naming conventions
File documents accurately and consistently in a timely manner
Assist team members with locating and organizing files when needed
Office Operations & Supplies
Track and order office, kitchen, and shared supplies to keep the office running smoothly
Coordinate FedEx, UPS, USPS, and courier shipments (packaging, labels, tracking, follow-up)
Serve as the main office contact for printer vendors, including monthly usage reporting and supply coordination
Assist with basic coordination related to the office phone system and vendors
Office Culture & Engagement
Coordinate office celebrations such as birthdays, work anniversaries, and team treats
Support a positive, team-oriented office environment through thoughtful planning and communication
Human Resources Support
Assist with preparing equipment and materials for new hires (laptops, phones, shirts, backpacks, hard hats, etc.)
Coordinate with HR to ensure new employees are set up for success on their first day
Help employees locate basic HR resources such as handbooks or internal guides
Finance & Administrative Support
Provide general administrative support to leadership and departments as needed
Assist with filing and administrative tasks related to finance or payroll on an as-needed basis
Maintain a flexible, team-first mindset when supporting office needs
Travel Support (Cross-Training & Backup Coverage)
Be trained on company travel processes, including booking flights, hotels, rental cars, and ground transportation
Prepare and distribute travel itineraries using established templates
Assist with travel changes and updates as they arise
Provide full travel coordination coverage during designated absences and serve as backup support at other times (Travel responsibilities may expand over time as the business grows.)
What We’re Looking For
High school diploma or GED required (postsecondary education preferred)
2+ years of administrative, receptionist, or office support experience preferred
Strong customer service skills with a professional and friendly demeanor
Comfortable using Microsoft 365 (Outlook, Word, Excel, Teams)
Strong organizational skills with attention to detail and follow-through
Ability to multitask, prioritize, and adapt to changing needs
Ability to lift up to 20 lbs and perform standard office-related physical tasks