JOB SUMMARY:
The Office Administrator ensures the efficient operation of Lightbeam’s Coppell, Texas corporate office by overseeing daily administrative functions, managing office resources, and supporting HR and executive teams. This role is key to creating a professional, organized, and welcoming environment for employees and visitors.
JOB RESPONSIBILITIES:
Oversee and ensure the smooth execution of daily office operations, procedures, and administrative activitiesPartner with HR to update, implement, and maintain office and company policies and procedures as necessaryActively support the Senior HR Manager with internal events and initiativesAssist with internal employee articles and library postingsUpdate records and HR database as neededAssist in the preparation of department reporting Act as the company liaison with Cypress Waters management officeManage phone calls and correspondence (e-mail, letters, packages, etc.)Handle inventory tracking, ordering, and distributing office supplies, ensuring office does not run out of any needed suppliesReview/Approve/Deny supply requisitions Assist with managing contract and price negotiations with office vendorsEnsure front office/lobby is kept clean and in order at all timesEnsure conference rooms are presentable, prepared, and ready to host guests when not occupied, etc. Manage guest hospitality, including greeting visitors, coordinating travel, and arranging meeting refreshments and cleanupOrder and set up food for meetings and company lunchesAssist with recruitment and onboarding processes and logisticsManage appointments for interviews, agendas, and travel plans (when applicable)Manage welcome gifts for newly hired employees (preparation, etc.)Order employee occasion gifts (baby, wedding, retirement, milestones, etc.)Address employee queries regarding office management issuesProvide administrative support to executives, including scheduling, communications, and special projectsHandle all sensitive information in a highly confidential mannerAssist colleagues whenever there is an opportunity to do soOther tasks as applicable
QUALIFYING JOB KNOWLEDGE, SKILLS, & ABILITIES:
Previous experience in office administration or a similar role preferredAbility to present and maintain professional demeanorOutstanding verbal and written communication skillsMust have a positive and “can-do” attitudeAbility to work independently while collaborating effectively within a team environmentExceptional organizational and time management skills with the ability to prioritize and handle multiple tasks effectivelyProficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams)Strong planning and execution skills, including experience coordinating eventsHandle multiple projects as neededProficiency in operating standard office equipment and troubleshooting minor issuesProactive and creative approach to problem-solving and process improvementSharp attention to detailStrong problem-solving skills
EDUCATION:
Associate or bachelor’s degree or equivalent experience
**This position is a full-time in-office position, M-F, 8:30AM – 5:00PM**
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