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Front Office Administrator

Dynamic Systems, Inc.

Buda, TX

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JOB DETAILS
SKILLS
Accounting, Administrative Skills, Calendar Management, Customer Experience, Data Entry, Document Control, Documentation, Employee Orientation, Housekeeping/Cleaning, Insurance Documentation, Mail Processing, Onboarding, Operational Support, Order Delivery, Organizational Skills, Plan Meetings, Prepare Correspondence, Project Estimates, Project/Program Management, Purchase Orders, Safety/Work Safety, Security Protocols, Support Documentation, Telephone Skills, Voice Mail
LOCATION
Buda, TX
POSTED
Today
The Front Office Administrator serves as the first point of contact for the company and supports daily office operations for a mechanical contracting environment. This role manages incoming communications, greets visitors, coordinates front office activities, supports administrative processes, and assists office and field teams with document flow and general office coordination. The position helps ensure professional, organized, and safety-conscious experience for customers, subcontractors, vendors, and employees. Key Responsibilities · Answer, screen, and route incoming phone calls, emails, and inquiries to the appropriate departments, including service, project management, estimating, accounting, and HR. · Greet visitors, customers, subcontractors, inspectors, and delivery personnel; manage visitor sign-in procedures and notify appropriate staff in accordance with company safety and security protocols. · Monitor and respond to general office inbox and voicemail systems assigned. · Maintain calendars for conference rooms and key personnel; coordinate meeting logistics including room setup, refreshments, and supplies. · Receive, sort, log, and distribute incoming mail, packages, deliveries, and job-related documents; prepare outgoing mail and shipments. · Assist with document control and administrative processes, including scanning, filing, copying, data entry, and preparing correspondence and project-related documentation. · Assist with the accurate receipt and processing of purchase orders for shop and project site materials, ensuring documentation is properly recorded and routed in accordance with company procedures. · Support vendor and subcontractor administrative requirements by tracking and routing documents such as W-9s, certificates of insurance, and related paperwork. · Order, maintain, and restock office and breakroom supplies; coordinate with vendors as needed. · Ensure the reception area, break room, conference rooms, and common areas are clean, organized, and are in professional condition. · Assist with employee onboarding process, including coordinating hire-in scheduling, verifying required employment documentation, supporting completion of onboarding paperwork, and communicating new hire reporting locations and site assignment information. · Coordinate visitor access, badge administration, and workspace preparation to support operational and onboarding needs as assigned. · Follow company policies related to confidentiality, safety, security, and professional conduct. · Perform additional administrative and office support duties as assigned. PI11e3341108b9-25448-406607805c143e31-5e48-4549-b638-05792d185386

About the Company

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Dynamic Systems, Inc.

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