Office Coordinator​/Administrative Assistant

## Office Coordinator/Administrative Assistant Apply:
Dallas:
Full time:
Posted 2 Days Ago:

** Overview:
** The Office Coordinator is responsible for ensuring the office operates smoothly and efficiently on a day-to-day basis, including handling receptionist responsibilities. Reporting directly to the Office Manager, the Office Coordinator will field incoming requests for the office staff and will also provide a wide range of administrative support to the operations staff. This role requires a proactive and adaptable professional who is comfortable managing multiple responsibilities in a fast-paced environment.

The Office Coordinator must be well-organized, detail-oriented, and capable of handling a variety of administrative and office support tasks independently. Success in this role depends on the ability to prioritize effectively, communicate clearly, and support a diverse operations team with professionalism and flexibility.
** Responsibilities:
** Administrative Duties:
* Prepares meeting agendas for assigned staff, assists with meeting set-up/clean-up, which includes ordering lunch, and takes minutes as needed
* Schedules and organizes activities such as meetings, travel, conferences, and interviews
* Reconciles office credit card charges
* Answers phones, distributes mail and processes expense reimbursement for assigned staff
* Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
* Supports other teams, such as Marketing, with various administrative tasks
* Provides coverage for reception on a regular basis as needed

Office Duties:
* Keeps the lobby, front office, and meeting spaces polished and presentation-ready at all times
* Maintains and orders office supplies, ensuring appropriate inventory levels and timely replenishment
* Maintains the office supply room and event supply room, ensuring both are ready for future needs
* Maintains and updates office seat assignments and assists with seating changes and related logistics
* Assists in relationships with building management and facility vendors, including cleaning and security services
* Supports office events from planning through completion, including contributing ideas, coordinating logistics, placing catering orders, contacting vendors, and assisting with setup and breakdown
* Assists with hosting vendors and external organizations interested in using our office space
* Supports outside of normal business hours for business operations, meetings, events, when needed, including until the event concludes
* Serves as an HR touchpoint, such as assisting in the onboarding process and paperwork for new hires
* Coordinates with the Information Technology team with regards to office technology needs
* Other administrative and operational duties as needed
*
* Qualifications:

*** High school education; college level preferred
* Typically with 5+ years of related experience
* Experience in MS Office Suite, including Outlook, Word, Excel, PowerPoint and Teams
* Strong interpersonal skills and the ability to interact with all levels of staff
* Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
* Ability to communicate in a clear, concise and professional manner both verbally and in writing
* Ability to proactively problem solve and collaborate on innovative solutions
* Ability to work in team environment
* Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
* Ability to work on multiple projects at the same time
* Ability to effectively meet deadlines at expected quality

Physical Requirements:

* Sitting:
Regularly required to sit for extended periods while working at a desk or computer
* Standing and Walking:
Regularly required to stand, walk short distances within the office
* Stair Navigation:
Regularly required to ascend or descend stairs to travel between building floors, access meeting rooms, or navigate common areas when elevators are unavailable or for quick transit
* Fine Motor

Skills:

Constant use of hands and fingers for precise tasks like typing on a keyboard, writing, using a mouse, and handling paperwork or office supplies
* Reaching and Bending:
Regularly reaching with hands and arms, bending, stooping, or kneeling
* Lifting:
Regularly required to lift, carry, push, or pull lightweight items—such as office supplies, event supplies, catering orders, files, boxes, chairs, tables—weighing up to 50 pounds
*…