Job Description
Office Administrator – Miami (FL), West Hollywood (CA), Houston (TX), Chicago (IL)
Lumicity is a dynamic division of G2V Recruitment, specializing in cutting-edge markets across Tech, Energy, Engineering, and Life Sciences. As part of a globally recognized recruitment group with offices across the US, UK, and Europe, Lumicity is in an exciting period of growth in both revenue and headcount.
We are seeking a detail-oriented and proactive Office Administrator to join one of our 4 offices! This role is instrumental in maintaining operational excellence and a professional office environment, while also supporting the broader success of our national business. This is an exciting opportunity for a motivated professional who thrives in a fast-paced setting and is looking to grow within a dynamic, people-first organization.
Please note: This is a fully onsite role, and we are open to applicants to be based in either Miami, Los Angeles, Houston or Chicago.
Key Responsibilities:
Office Administration & Operations
- Serve as the first point of contact for visitors and staff, ensuring a welcoming and professional atmosphere.
- Oversee day-to-day office operations, including supply management, mail distribution, and vendor coordination.
- Maintain a clean, organized, and well-equipped workspace that reflects Lumicity’s brand and values.
- Support the planning and execution of internal events, team-building activities, and client-facing functions.
- Assist with marketing initiatives and social media coordination in collaboration with internal stakeholders.
- Provide administrative support to the Director and Operations Manager, as needed.
Contractor Care & Compliance
- Manage contractor onboarding, including W2 and C2C compliance in partnership with payroll providers.
- Draft, distribute, and track client and candidate contracts; ensure timely uploads to Bullhorn.
- Administer timesheets, background checks, and contract extensions.
- Monitor contractor end dates and proactively support consultants with renewal processes.
- Maintain accurate and up-to-date contractor records in the CRM.
- Act as a liaison between contractors and the sales team, delivering consistent high-quality service throughout the contractor lifecycle.
About You
You'll thrive in this role if you bring:
- Proven experience in office administration or operations support, preferably in a fast-paced, client-focused environment.
- Strong interpersonal and communication skills with a professional and approachable demeanour.
- Highly organized, detail-oriented, and capable of managing multiple priorities simultaneously.
- Proficiency in Microsoft Office Suite; experience with CRM systems (e.g., Bullhorn) is a plus.
- Demonstrated ability to work independently and collaboratively across teams and time zones.
- A proactive mindset with a commitment to continuous improvement and service excellence.
- Ability to work independently and collaboratively across teams and time zones.
Why Join Lumicity?
- Be an important part of a fun, young workforce within a globally recognized recruitment firm.
- You'll be the main coordinator in organizing and executing company events and celebrations.
- Work in a vibrant and energetic office with direct access to leadership and cross-functional teams.
- Join a supportive, high-energy culture that values initiative, collaboration, and career development.
- Gain exposure to multiple business functions and play a key role in shaping operational success across the US.
If you are a driven professional who enjoys being at the center of a thriving team and is eager to grow with a forward-thinking organization, we'd love to speak with you!