Position Title: Office Administrator
Location: Plano, Texas
Employment Type: Full-Time
Reports To: Operations Manager
POSITION OVERVIEW
We are seeking a detail-oriented and organized Office Administrator to support our Plano, Texas office operations. The successful candidate will be responsible for managing day-to-day administrative functions, including document management, phone operations, mail distribution, inventory management, and data compilation.
The ideal candidate is a flexible problem-solver with excellent communication skills, strong organizational abilities, and proficiency in Microsoft Office applications.
KEY RESPONSIBILITIES
Administrative Support & Document Management
•Maintain both digital and physical filing systems
•Prepare, edit, and distribute correspondence, memos, and reports
•Manage document scanning and data entry tasks
•Assist with document compilation and organization
Communications & Reception
•Answer incoming phone calls, take messages, and direct calls appropriately
•Respond to emails and customer inquiries in a professional manner
•Greet office visitors, sign them in, and direct them
•Maintain professional communication with clients, vendors, and staff
Mail & Inventory Management
•Sort and distribute incoming and outgoing mail
•Maintain office supply inventory and order new supplies as needed
•Track office equipment and coordinate maintenance or repairs
•Ensure office has adequate stationery and supplies at all times
Data Management & Excel Responsibilities
•Compile and organize data in spreadsheets (Excel)
•Prepare reports and summaries from collected data
•Update databases and tracking sheets
•Assist with basic bookkeeping and invoice processing
•Maintain accurate records of office operations
Meeting & Calendar Coordination, Office Operations Support
•Schedule and coordinate meetings, appointments, and conference room bookings
REQUIRED QUALIFICATIONS
Education & Experience
Technical Skills
•Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
•Computer skills and ability to learn new software quickly
•Proficiency with email systems and digital communication tools
•Basic knowledge of document management systems
•Ability to work with databases and filing systems
Professional Skills & Competencies
•Excellent written and verbal communication skills
•Strong organizational and time management abilities
•Detail-oriented with accuracy in data entry and document preparation
•Ability to multitask and prioritize
•Professional phone etiquette and customer service skills
•Ability to maintain confidentiality of sensitive company information
Personal Qualities
•Flexible and adaptable to changing priorities
•Reliable and punctual
•Team player with positive attitude
•Strong work ethic and commitment to quality
PREFERRED QUALIFICATIONS
•Associate’s degree or Bachelor’s degree in Business Administration or related field
•Experience with Zoho, payroll or HR systems a plus
•Experience in IT services or technology industry
•Knowledge of basic bookkeeping principles
PHYSICAL REQUIREMENTS
•Ability to sit for extended periods at a desk
•Ability to lift and move light office supplies and equipment (up to 25 lbs)
•Ability to use computer keyboard and mouse for extended periods
•Ability to stand, walk, and move around the office
WORK ENVIRONMENT
•Office setting during standard business hours (9 AM - 6 PM)
•Professional dress code
•May require occasional flexibility
•Onsite work at Plano, Texas location
SALARY & BENEFITS
Salary Range: $35,000 annually (based on experience)
Benefits may include:
•Health insurance
•401(k) retirement plan
•Paid time off (PTO)
This job description is not an exhaustive list of duties and responsibilities. Management reserves the right to modify, add, or remove duties as needed based on business requirements.
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