Office Administrator

1 week ago

Richardson, Texas, United States GXA Full time
Job Title: Office Manager

GXA, a rapidly growing IT and Cybersecurity consulting firm, is seeking an experienced Office Manager to oversee the day-to-day operations of our corporate office in Richardson, Texas. With a dynamic team of approximately 30 local and remote team members and a fast-paced work environment, we need a dedicated individual to ensure our office runs smoothly and efficiently.

Key Responsibilities:
  • Oversee the daily operations of the office, ensuring seamless and efficient back-office functions, including accounting, human resources, payroll, and supply chain management.
  • Provide comprehensive administrative support to the team, fostering a productive and collaborative work environment.
  • Manage vendor relationships, oversee office supplies procurement, and ensure the maintenance and functionality of office equipment.
  • Coordinate and optimize office processes to support the company's growth and align with operational goals.
  • Handle various office administrative duties, including maintenance, mailing, supply management, equipment upkeep, billing, errands, and purchasing.
  • Maintain the office condition and coordinate necessary repairs to ensure a safe and pleasant work environment.
  • Update and maintain office policies in collaboration with the HR department.
  • Perform payroll and lite accounting tasks.
  • Perform HR-related tasks such as onboarding, offboarding, and benefits enrollment, ensuring a smooth transition for employees.
  • Ensure the timely and accurate invoicing and payment processing, particularly in handling client payments.
  • Oversee facilities management, including negotiating contracts and pricing with vendors, service providers, and managing office leases.
  • Manage the office management budget, providing accurate and timely financial reporting.
  • Offer general support and assistance to visitors, ensuring a positive and professional experience.
  • Be available after hours for building emergencies and respond promptly to any issues.
  • Address employee queries related to office management matters, providing solutions and support as needed.
  • Liaise with facility management vendors for services such as cleaning, catering, and security, ensuring the office environment is well-maintained.
  • Conduct regular walk-throughs of the office building to ensure all areas are functioning properly.
  • Plan and coordinate in-house or off-site activities, such as company parties, celebrations, and conferences, contributing to a positive company culture.
Requirements:
  • A minimum of 8 years of experience in office and facilities management.
  • Demonstrated experience as an Office Manager or Front Office Manager.
  • This is an on-site role:
    • Must be available to work in the office Monday through Friday, from 8:00 AM to 5:00 PM.
    • Must have reliable transportation and reside within a 35-minute commute of the office.
  • A college degree in a relevant field of administration is required.
  • Proficiency in the MS Office suite, particularly MS Excel and MS Outlook.
  • Working knowledge of QuickBooks Online.
  • Practical experience with using office equipment, including copiers and printers.
  • Familiarity with email scheduling tools, such as Email Scheduler and Boomerang.
  • Exceptional time management skills with the ability to multitask and prioritize effectively.
  • Strong attention to detail coupled with excellent problem-solving abilities.
  • Outstanding written and verbal communication skills.
  • Superior organizational and planning capabilities in a fast-paced environment.
  • A creative mindset with the ability to propose and implement improvements.
Benefits:
  • Health Care Plan (Medical, Dental & Vision)
  • Life Insurance (Basic, Voluntary & AD&D)
  • Paid Time Off (Vacation, Sick & Public Holidays)
  • Auxiliary Benefit Offerings (Legal Shield/Aflac)

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