Office Administrator

FlexTrade Systems is a provider of customized multi-asset execution and order management trading solutions for buy- and sell-side financial institutions. Through deep client partnerships with some of the world's largest, most complex and demanding capital markets firms, we develop the flexible tools, technology and innovation that deliver our clients a competitive edge. Our globally distributed engineering teams focus on adaptable technology and open architecture to develop highly sophisticated trading solutions that can automate and scale with your business strategies.

At FlexTrade, we hold our values close to heart, with pride and gratitude, as they guide us in everything that we do. We are dedicated to giving our clients a competitive edge, taking ownership of our responsibilities, being flexible to adapt to ever changing environment and technology, bringing integrity to ever interaction and we continue to improve, grow together and collaborate as one team. All of these while having Fun truly makes FlexTrade a wonderful place to work.

Office Administrator

We’re looking for an Office Administrator who’s equal parts organizer, problem‑solver, and vibe‑keeper. If you're the type who thrives on multitasking, staying ahead of details, and creating a great office experience for everyone—you’ll fit right in.

Key responsibilities:

Office Operations & Organization

• Keep the office running like clockwork by improving processes, maintaining systems, and keeping operations running smoothly

• Handle day‑to‑day correspondence by coordinating calendars, meetings, and interview logistics

• Own the office’s “look & feel”—clean, organized, and welcoming

• Set up desk spaces for new hires

• Keep the kitchen, supply areas, and shared spaces functional and refreshed

• Create and maintain filing systems that make information easy to find

• Approve supply requests and support day‑to‑day clerical needs 

Front Desk + Visitor Experience

• Be the friendly face of the office—welcome guests, manage check‑ins, and oversee front desk flow

• Coordinate visitor access and ensure the entrance area remains orderly and professional

 Employee Visit Coordination & Travel Support

• Support employees’ traveling by coordinating office access, hotel stays, and travel arrangements

• Handle logistics and make sure every visitor feels supported from start to finish 

Vendor & Facility Management

• Be the point of contact for key vendors: maintenance, supplies, mail, and repairs

• Monitor office equipment and systems—postage meter, copiers, conference room scheduling—and troubleshoot issues early 

Inventory & Supply Flow

• Track inventory and reorder office supplies to ensure consistent availability

• Fulfill special staff requests 

 Event Support & Planning

• Manage the weekly office planning of breakfasts/lunches, retreats, meetings, and team events

• Handle logistics, communication, coordination, and invoices 

Executive Support

• Manage travel for the COO and key executives

• Prepare expense and travel reports and coordinate with finance

• Organize and prioritize executive calendars and appointments 

Cross‑Team Collaboration

• Support HR, Recruiting, Marketing, Development, Finance, and Programs with special projects

• Provide research, coordination, and administrative support where needed

• Other relevant duties

• Undergraduate Degree

• A self-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset.

• Highly flexible, creative problem solver, with a strong ability to multi-task.

• Excellent oral and written communication skills.

• Strong interpersonal skills and Tech Savvy (Internet, Intranet, ticketing systems, etc.)

• Execute and exhibit good judgment. High level of professionalism.

• Superb organizational, time-management skills.

• Excellent computer skills; proficient or advanced skill in Microsoft Suite (Word, Excel,PowerPoint, and Outlook) and experience with data management.

• A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.

• *** Valid Driver’s license and transportation

**FlexTrade Systems, Inc. does not accept unsolicited resumes from search firm recruiters. Fees will not be paid in the event a candidate submitted by a recruiter without an authorized agreement for a particular SOW (Statement of Work) in place is hired: such resumes are deemed the sole property of FlexTrade Systems, Inc.**

**FlexTrade Systems, Inc. is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other status protected by law.**