Front Office Administrative Assistant | Irving, TX

Position Summary

The Administrative Assistant serves as the first point of contact for visitors and callers while ensuring efficient day-to-day office operations. This role is responsible for managing front desk activities, coordinating fleet vehicle requests, handling mail distribution, and supporting administrative functions across multiple departments. The position also maintains office organization, supports meetings and events, and contributes to a safe, professional, and welcoming environment. Additionally, this role provides support to the Executive and HR teams on special projects and serves as backup for other office personnel as needed.

Key Responsibilities

• Answer and route incoming phone calls to appropriate personnel
• Greet visitors and customers in a professional and welcoming manner
• Validate parking passes as needed
• Coordinate fleet vehicle requests and communicate status updates with relevant departments
• Sort, distribute, and process incoming mail; prepare outgoing mail and packages
• Provide administrative support across departments, including
• Maintain shared office spaces, kitchen areas, and overall office organization
• Monitor and replenish office supplies
• Assist with scheduling meetings and events, including:
• Reserving meeting spaces
• Coordinating meals and refreshments
• Support Executive and HR teams with special projects
• Provide backup support for other office personnel when needed
• Ensure a safe, clean, and organized work environment at all times
• Perform additional administrative duties as assigned

Qualifications & Requirements

• High School Diploma or equivalent required
• 1-2 years of experience in an office or administrative support role
• Strong organizational, communication, and customer service skills
• Ability to multitask, prioritize, and manage office operations independently
• Exceptional attention to detail with strong proofreading, writing, spelling, and grammar skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.)
• Strong interpersonal skills with a clear, friendly, and professional telephone presence
• Professional appearance and demeanor at all times
• Valid, unrestricted driver's license required

Preferred Attributes

• Proactive and self-motivated approach to work
• Ability to handle confidential information with discretion
• Strong problem-solving skills and adaptability in a fast-paced environment
• Team-oriented mindset with a willingness to support others

Work Environment

This position operates in-person (not remote) and in an office setting.

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to feel, or handle objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position. Typical hours would be Monday-Friday 8:00 AM - 5:00 PM with some OT expectations.