Job Description

Monday-Friday 8AM-5PM 

JOB SUMMARY  

This position will be responsible for completing multi-level tasks in a professional and timely manner and will assist with light client services duties. The ideal candidate will present a confident and professional attitude and image. 

ESSENTIAL DUTIES AND RESPONSIBILITIES  

·         Greeting guests, providing in-person and telephone support for service teams

·         Coordination of the guest calendar and conference room use, for guests and staff.

·         Managing refreshment/meal requirements for visiting guests, client meetings and staff meetings

·         Manage office and kitchen maintenance requests, cleanliness, and supplies.

·         Manage incoming and outgoing mail for the Dallas office, including distribution of mail to necessary departments/employees.

·         Manage vendors required for upkeep of the office (office cleaners, delivery drivers, etc.)

·         Oversee building and parking garage access for staff and vendors, provide and manage the parking validations for visitors.

·         Liaise with property manager to generally oversee the day-to-day needs of the office, serving as the building maintenance liaison.

·         Manage hardware requirements (replacements, new orders, repairs), including office connectivity issues.

·         Coordinate safety training for staff and maintain safety documents/requirements.

·         Assist Human Resources in coordinating general New Hire and Termination desk and office equipment assignment as well as assisting with gathering documentation for files.

·         Assist with Payroll client’s payroll processing (printing and pack out of payroll reports and checks, payroll hours entry and data entry for payroll tax reconciliation)

·         Interact and collaborate with internal cross-functional teams as needed. Perform data entry and general office/administrative support duties as needed.

·         Other duties as required. 

METRICS 

TBD 

SUPERVISORY RESPONSIBILITIES  

Not applicable.  This position has no direct reports. 

   QUALIFICATIONS 

·         Good understanding of Procurement, Facilities, Security and Travel processes

·         Strong network of vendors and service providers with extraordinary vendor mgmt. Skills

·         Proficient in Microsoft Office and Google Suite. Excel and Google Sheets experience required. Must have experience using formulas and working with large amounts of data.

KNOWLEDGE & SKILLS REQUIRED   

·         Excellent time management skills and ability to multi-task & prioritize work.

·         Hands on to detail and problem-solving skills.

·         Strong organizational and planning skills in a fast-paced environment.

EDUCATION & EXPERIENCE 

·         High school diploma or equivalent.

·            Seasoned with Office Administrator responsibilities, systems, and procedures.

CERTIFICATES, LICENSES, REGISTRATIONS   

None required 

PHYSICAL DEMANDS   

The physical demands described here are representative of those that must be met by

an employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the

essential functions.

• Continuous sitting and repetitive hand motion

• Lifting requirements include occasional lifting of up to 10 pounds.

BONUS/COMMISSION PLAN  

No commission or bonus plan currently in place 

EMPLOYEE EVALUATION SUMMARY  

·         Introductory -- Will be written at approximately 80 days after employment and will be used to determine whether employee has sufficiently met and performed the job requirements, and will indicate whether employment will continue 

·         Annual Reviews – Employee will be given a formal regular annual review, which assesses productivity and demonstrated business skills and accomplishments for the previous period. 

WORK SCHEDULE  

Hours are 8:00am to 5:00pm. You are required to be at your workstation from the start of your shift to the completion of your shift Monday thru Friday.   

EMPLOYER'S RIGHTS 

This job description does not list all the duties of the job.  You may be asked by supervisors or managers to perform other duties.  You will be evaluated in part based upon your performance of the tasks listed in this job description.  The employer has the right to revise this job description at any time.  The job description is not a contract for employment, and either you or the employer may terminate employment at any time, for any reason. 

Acknowledgement and Acceptance 

I acknowledge that I have read and understand the responsibilities and requirements for the position and all questions have been answered to my satisfaction. In addition, I believe that I possess the required qualifications based on my experience and abilities and therefore, accept the position.