Administrative Assistant

Administrative Assistant
Location: Dallas, TX (Lower Greenville area)
Work hours: 8:30-5:30

The Administrative Assistant is the backbone of daily office operations and often serves as the first point of contact for visitors, clients, and employees. This role combines front desk reception, hospitality, mail and shipping coordination, and administrative support responsibilities to help ensure a professional, organized, and efficient workplace. The ideal candidate is organized, personable, detail-oriented, and comfortable managing a variety of tasks in a fast-paced environment.

Key Responsibilities

Reception & Front Office

• Answer, screen, and route incoming phone calls; take messages and forward calls as appropriate.
• Greet visitors and guests professionally, provide assistance, and direct them to the appropriate person or meeting space.
• Maintain conference rooms, kitchen areas, and common spaces to ensure they remain clean, stocked, and presentable.
• Monitor and replenish office, kitchen, and supply inventories as needed.
• Coordinate conference room scheduling, meetings, and office events.

Mail, Shipping & Deliveries

• Receive, sort, scan, and distribute incoming mail and packages.
• Process incoming correspondence and other documents according to established procedures.
• Prepare and manage outgoing mail, packages, and courier shipments.
• Coordinate deliveries, pickups, and trips to local shipping, postal, or banking locations as needed.
• Prepare mailing lists, labels, and bulk mailings for company communications.

Administrative & Accounting Support

• Enter, process, and route invoices or other business documents for approval, ensuring accuracy and completeness.
• Monitor shared administrative inboxes and communicate with vendors, customers, and internal stakeholders as appropriate.
• Maintain records, tracking logs, and recurring administrative processes.
• Collect and maintain required vendor, customer, or organizational documentation and assist with onboarding new vendors or service providers.
• Perform general data entry, filing, document management, and spreadsheet maintenance.
• Provide administrative support to employees and management, including scheduling, correspondence, and special projects.
• Serve as a backup resource for document preparation, routing, and other office support functions.
• Assist with additional administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; associate degree or additional administrative training preferred.
• 1+ years of experience in an office administration, receptionist, customer service, or administrative support role preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills with a professional and customer-focused demeanor.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and other common office software.
• Experience with data entry, recordkeeping, and basic accounting or business processes preferred.
• Strong attention to detail and problem-solving skills.
• Reliable, punctual, and capable of working independently with minimal supervision.

Physical Requirements

• Ability to sit, stand, and move throughout the office for extended periods.
• Ability to lift and carry packages, office supplies, and equipment up to 25 pounds.
• Ability to travel locally as needed to support office operations and business activities.

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