Office Administator

Austin Capital LLC in Dallas, TX

  • Type: Full Time
position filled

The Office Administrator will manage the overall effectiveness of the main office including the lobby, kitchen, supply room, server room, internal work areas and office. This person will Greet and direct all visitors, including vendors, clients, job candidates and customers. This individual will ensure completion of paperwork, sign in and security, handle special administrative projects and any overflow work from department and executive assistants including work processing, data entry and internet research tasks. Will handle incoming calls and perform general administrative duties.

Duties and Responsibilities

  • Assist in Creating and maintaining executive calendars using MS Outlook and Sales Force
  • Keeping the office organized and doing whatever is necessary to enhance the effectiveness of the company
  • Produce correspondence and reports using appropriate software tools.
  • Establish and maintain files and records.
  • Answer Phones
  • Open, sort, and distribute incoming mail, reports, and correspondence.
  • Forward incoming faxes to appropriate department personnel using the Workplace Solutions Sales Force Portal
  • Scan files and documents in order to create and maintain a full electronic office environment. Upload scanned images into the proper/appropriate document libraries maintained on departmental Workplace Solutions Sales Force Portal
  • Maintain office equipment, including ordering and service
  • Prepare proposals for various operational areas within company as directed from executive
  • Client Support as needed
  • Educate customers on best use of administrative services.
  • Act as liaison to all departments and offices.
  • Knowledgeable about the organization's systems, processes, structure, technology, products, markets, clients, suppliers and competitors
  • Demonstrate effective judgment and decision making ability.
  • Frequent interaction with all levels of management, both internal and external
  • Must be able to respond to diversified and changing priorities that are often competing with and in conflict with one and another. Receptionist must perform assigned duties and achieve desired results in an environment of strict confidence.
  • Knowledge, Skills, and Abilities

  • Strong organizational skills.
  • A positive, upbeat personality with the ability to self motivate.
  • Proficient in the MS Office programs (Outlook, PowerPoint, and Excel) specifically, the ability to rapidly update and produce documents and reports.
  • Excellent verbal and written communications skills required.
  • Confidentiality & professionalism.
  • Knowledge of financial services preferred.
  • Able to multi task, prioritize and ability to work well under pressure.
  • Ability to rapidly learn new procedures and technologies as needed. 
  • Skill to use a personal computer and various software packages.
  • Working Conditions

    General inside office environment in professional office complex, climate controlled with minimal to little noise.

    Credentials and Experience

    1-2 years of previous Administrative support experience.


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