Office Administrator

Office Administrator
Dallas, TX (Midtown)
Full-time, Onsite

The Office Administrator will oversee daily front office operations, ensuring a seamless, professional, and welcoming experience for both internal and external clients. This role serves as the central hub of the office???balancing front desk management, administrative support, facilities coordination, and event logistics. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced, service-driven environment.

This salaried, non-exempt, role is 100% onsite, Monday through Friday, from 7:45 a.m. to 5:30 p.m. daily, allowing for approximately 3.75 hours of overtime weekly.

Key Responsibilities
Front Office & Reception Management:

• Serve as the first point of contact for visitors, clients, and vendors, providing a polished, white-glove customer experience.
• Answer and route incoming calls, take messages, and provide information as needed.
• Maintain the appearance of the reception area, conference rooms, kitchen, and shared spaces???ensuring cleanliness and readiness for meetings.
• Manage visitor access, authorize guest entry, and issue access cards when necessary.
• Accept deliveries and notify recipients promptly.
• Represent the firm professionally in all communications and interactions.

Administrative Support:

• Provide general administrative assistance, including calendar management, travel coordination, expense reporting, and meeting scheduling.
• Assist in preparing presentations, correspondence, and reports as needed.
• Maintain digital filing systems and shared document drives.

Facilities & Operations Support:

• Manage office and kitchen supply inventory, placing orders and reconciling related expenses.
• Coordinate with vendors for office maintenance, repairs, and service calls.
• Oversee mail, courier, and shipping logistics (FedEx, UPS, USPS, etc.).
• Partner with IT and building management to maintain efficient office operations and resolve facility issues promptly.

Event & Meeting Coordination

• Assist in the planning and execution of internal and external events, including scheduling, catering, logistics, and vendor coordination.
• Manage conference room calendars, ensuring proper setup and post-meeting clean-up.
• Coordinate catering orders for meetings and client presentations.

Qualifications

• Minimum 3 years of experience in an administrative, hospitality, or professional office environment.
• Strong customer service mindset with a polished, professional demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Excellent written and verbal communication skills.
• Highly organized, detail-oriented, and capable of managing multiple priorities with efficiency.
• Positive, team-oriented mentality with a willingness to handle both routine and high-level tasks.
• Reliable, punctual, and adaptable to changing priorities or extended hours when needed.
• Ability to handle confidential information with discretion.
• Professional attire and presentation required.

Ideal Candidate Attributes

• Proactive ??? anticipating needs before they arise.
• Customer-focused ??? dedicated to creating exceptional client experiences.
• Organized ??? able to balance multiple tasks with precision.
• Resourceful ??? adept at solving problems and finding efficient solutions.
• Collaborative ??? comfortable working with all levels of the organization.
• Energetic and reliable ??? bringing a can-do attitude every day.