Qureos Mentor

XL Industries

<div><div><b>Senior Office Administrator</b></div><div>
Full-Time | Oakland, Milpitas<br>
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Position Summary:</b><br>
The Office Administrator is a highly visible, high-impact role responsible for supporting key executives while ensuring operational excellence across XL&rsquo;s Bay Area office locations. This position blends advanced administrative partnership, office and facilities oversight, hands-on office support, and cross-functional coordination. In addition to providing executive-level administrative assistance, this role includes regular front-desk coverage in the Oakland office and participation in day-to-day operational tasks such as maintaining common areas, organizing supplies, and supporting kitchen upkeep.<br>
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In addition to providing high-level administrative support, this role will help shape and strengthen administrative operations across our offices, with the potential to take on functional leadership responsibilities as the administrative team grows.<br>
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We are seeking a poised, resourceful, and relationship-oriented professional who thrives in a dynamic environment and is motivated to grow toward an Executive Assistant or Operations leadership pathway. This individual will represent XL with professionalism, discretion, and a strong sense of stewardship.</div><div>
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Key Responsibilities:</b></div><div><b>
Executive &amp; Administrative Support:</b></div><ul><li>Manage and prioritize complex calendars for multiple leaders, ensuring alignment and clarity around competing priorities.</li><li>Exercise sound judgment when evaluating requests and safeguarding executive time.</li><li>Prepare and refine high-quality presentations, reports, and communications.</li><li>Serve as a trusted liaison for internal and external stakeholders, maintaining confidentiality and professionalism at all times.</li><li>Anticipate needs in fast-paced or ambiguous situations, providing thoughtful problem-solving and proactive support.</li><li>Offer coverage and partnership to other executives and administrative colleagues as needed.</li></ul><div><b><br>
Office Management &amp; Operations:</b></div><ul><li>Oversee daily operations for Oakland and support operational coordination for the Milpitas office to maintain environments aligned with XL&rsquo;s culture and standards.</li><li>Provide oversight, guidance, and support to the Milpitas Office Coordinator to ensure alignment with XL&rsquo;s office standards and operational expectations.</li><li>Manage budgets and financial tracking for office-related activities, procurement, and facilities expenses.</li><li>Own the sourcing and procurement of supplies, equipment, and furnishings while ensuring cost effectiveness and vendor accountability.</li><li>Develop, maintain, and promote office management SOPs to support consistency and operational discipline across sites.</li><li>Lead space planning initiatives, workstation setups, office moves, and environment upgrades.</li><li>Identify opportunities to improve systems, workflows, and user experience.</li></ul><div><b><br>
Facilities &amp; Vendor Coordination:</b></div><ul><li>Serve as the primary point of contact for building operations, facilities services, and maintenance partners.</li><li>Coordinate repairs, safety inspections, and tenant improvement initiatives across locations.</li><li>Build and maintain productive vendor relationships, contract oversight, and preventive maintenance schedules.</li><li>Ensure all sites meet XL&rsquo;s standards for safety, accessibility, and operational readiness.</li></ul><div><b><br>
Employee Experience &amp; Engagement:</b></div><ul><li>Partner closely with People and Communications teams to deliver high-quality office events, celebrations, and culture-building activities.</li><li>Support programs that strengthen community presence, employee experience, and local engagement.</li><li>Champion XL&rsquo;s culture in daily operations, ensuring the Oakland office reflects our values and commitment to a positive workplace experience.</li></ul><div><b><br>
Meeting, Event, &amp; Travel Coordination:</b></div><ul><li>Plan and manage logistics for meetings, department gatherings, leadership off-sites, and company-wide events.</li><li>Coordinate domestic travel for executives and team members, prioritizing accuracy, efficiency, and experience.</li><li>Prepare meeting materials and support follow-up actions to ensure continuity and accountability.</li></ul><div><b><br>
Financial &amp; Document Management:</b></div><ul><li>Prepare and reconcile executive and office expense reports with accuracy and timeliness.</li><li>Monitor operational budgets and recommend cost-conscious improvements.</li><li>Maintain organized, accessible filing and documentation systems across locations.</li><li>Support research, project management, meeting briefs, and action tracking.</li></ul><div>
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Travel &amp; On-Site Expectations:</b></div><ul><li>Primary location: Oakland (home base)</li><li>Routine travel to Milpitas; periodic travel to Sacramento based on operational needs</li><li>Provide coverage across other XL offices during absences or peak operational periods</li></ul><div>
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Qualifications:</b></div><ul><li>3&ndash;5 years of experience providing administrative support, including direct support to senior leaders.</li><li>Experience managing office operations, facilities coordination, or multi-site administrative functions.</li><li>Demonstrated ability to provide functional leadership or coordinate team workflows.</li><li>Strong organizational and prioritization skills with the ability to navigate changing priorities.</li><li>Exemplary written and verbal communication skills.</li><li>High degree of professionalism, confidentiality, emotional intelligence, and interpersonal maturity.</li><li>Advanced proficiency in MS Office Suite and modern workplace collaboration tools.</li><li>Experience in construction, professional services, or operationally complex environments preferred.</li><li>Bachelor&rsquo;s degree preferred; equivalent experience accepted.</li></ul><div>
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Core Competencies:</b></div><ul><li>XLI Steward</li><li>Bridge Builder</li><li>People Builder</li><li>Business Acumen</li><li>Continuous Learner</li><li>Strategic Edge</li></ul><div></div><div><div><b>
Compensation &amp; Benefits</b></div><div>
The hourly pay range for this position is <b>$88,000 &ndash; $110,000 annually</b>, based on experience and qualifications. This compensation range aligns with California pay transparency guidelines.</div><div>
Arrow Rental &amp; Supply offers a comprehensive benefits package, including:</div><ul><li>
Medical, dental, and vision insurance</li><li>
401(k) with company match</li><li>
Paid Time Off (PTO) and paid holidays</li><li>
On-the-job training and professional development opportunities</li></ul></div></div>

Office Operations Lead

Join XL Industries and explore 2   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

XL Industries

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Office Operations Lead

Office Operations Lead