Office Administrator

Description

The Office Administrator & Vendor Relations Coordinator supports the daily operations of The Estate at River Run by managing client and vendor communications, contract documentation, and administrative workflows that keep our events running smoothly. This position is the organizational hub of our office—responsible for managing inquiries, maintaining data systems, coordinating vendor compliance, and ensuring every client experience reflects the professionalism of our brand.

You'll assist ownership in executing administrative, scheduling, and follow-up tasks while managing systems like Dubsado, Merri, and Google Drive. From ensuring COIs are received and timelines are accurate to preparing walkthrough forms and event clipboards, your detail-oriented approach will directly support our planning, operations, and event teams.

Schedule

Full Time.

Standard weekday office hours with occasional evening/weekend support tied to tours/events.

Seasonal needs may shift weekly hours; schedule flexibility is helpful.

**Commute Note:

Please confirm the commute to Maidens, VA (near Rt 522 & Rt 6) is appropriate for you prior to applying.

Qualifications
Administrative & Technical Expertise

• 4+ years of experience as an administrative assistant, office manager, or executive assistant with progressive responsibility.
• Experience in the special events or hospitality industry preferred; wedding industry experience is a plus.
• Proficient in Google Workspace (Gmail, Drive, Docs, Sheets, Calendar) and basic Microsoft Office tools.
• Working knowledge of CRM/project management platforms (Dubsado, Merri, Brevo), Eventbrite, and other similar organizational systems.
• Competent with spreadsheets (accurate data entry, formulas, filtering) and detailed recordkeeping.
• Skilled in calendar, inbox, and call management; strong prioritization and follow-up.
• Experienced in client and vendor coordination, including collecting contracts, COIs, and other required documents.
• Familiar with vendor insurance/ABC compliance and on-site vendor relations.
• Basic knowledge of bookkeeping and invoicing (tracking payments, reconciling receipts, coding expenses).
• Comfortable with light website/CMS updates, marketing content support, and Canva for basic collateral.
• Process-oriented: able to create or update SOPs, checklists, and templates for efficiency and accuracy.

Professional Skills & Work Ethic

• Exceptional written and verbal communication, including professional email etiquette and confident phone presence.
• Highly organized and detail-oriented: strong task tracking, time management, and follow-through.
• Proven judgment and discretion when handling confidential information or sensitive correspondence.
• Reliable, proactive, and calm under pressure; strong problem-solving and multitasking ability.
• Able to work independently while maintaining accountability within a team environment.
• Comfortable assisting with light event and facilities support (setup, inventory, light lifting up to ~40 lbs).
• Flexible and dependable, with occasional evening or weekend availability for tours and events.
• Must have a valid driver's license and reliable transportation suitable for the Maidens, VA commute.

Responsibilities - The Office Administrator will:
Client & Vendor Coordination

• Track and follow up on required documentation per contract (e.g., COI, indemnification waiver, vendor guidelines, ABC license, floor plans, timelines).
• Respond to leads and inquiries via email/phone; gather contact details, event basics, and route to appropriate workflows.
• Connect with vendors to answer questions and coordinate arrival times, delivery logistics, and paperwork status.
• Prepare and send information to touring families; assist with scheduling and confirmations.

Front Desk & Communications

• Answer phones, take accurate messages, and assist clients professionally.
• Draft/send clear, well-formatted emails; maintain polite, brand-aligned voice.
• Support meeting prep: attend meetings, take notes, and follow through on action items for planning clients.

Owner/Executive Support

• Assist the owner with updating event-related documents and checklists.
• Help with preparations for floral days (packing lists, labels, pull sheets, light studio organization).
• Complete ad-hoc research, data entry, and admin tasks as assigned.

Office & Facilities Readiness

• Tidy common areas prior to tours; turn lights on/off and adjust roller shades as needed.
• Water plants; empty dehumidifiers as needed.
• Set up tables, chairs, and decorative items for events; put away decorative rentals after use.
• Maintain basic inventories (rack cards, business cards, office supplies) and restock as needed.

Data, Tracking & Reporting

• Maintain spreadsheets; log client/vendor updates and internal documentation for accounting to track.
• Keep contact lists, inquiry logs, and task trackers current and accurate.
• Note vendor paperwork status and deadlines; follow up until complete.

Digital & Marketing Support (as needed)

• Update and maintain website elements and marketing content within the provided guidelines.
• Assist with basic communications (thank-you notes, welcome kits/mailings, client gifts).

• Upload/sort photos for quick reference during sales tours; coordinate with the marketing team on content needs.

• Complete other duties as assigned