Office Administrator / Manager

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 activities
• Partner with HR to update, implement, and maintain office and company policies and procedures as necessary
• Actively support the Senior HR Manager with internal events and initiatives
• Assist with internal employee articles and library postings
• Update records and HR database as needed
• Assist in the preparation of department reporting
• Act as the company liaison with Cypress Waters management office
• Manage 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 supplies
• Review/Approve/Deny supply requisitions
• Assist with managing contract and price negotiations with office vendors
• Ensure front office/lobby is kept clean and in order at all times
• Ensure 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 cleanup
• Order and set up food for meetings and company lunches
• Assist with recruitment and onboarding processes and logistics
• Manage 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 issues
• Provide administrative support to executives, including scheduling, communications, and special projects
• Handle all sensitive information in a highly confidential manner
• Assist colleagues whenever there is an opportunity to do so
• Other tasks as applicable
  
  

Qualifying Job Knowledge, Skills, & Abilities

• Previous experience in office administration or a similar role preferred
• Ability to present and maintain professional demeanor
• Outstanding verbal and written communication skills
• Must have a positive and “can-do” attitude
• Ability to work independently while collaborating effectively within a team environment
• Exceptional organizational and time management skills with the ability to prioritize and handle multiple tasks effectively
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams)
• Strong planning and execution skills, including experience coordinating events
• Handle multiple projects as needed
• Proficiency in operating standard office equipment and troubleshooting minor issues
• Proactive and creative approach to problem-solving and process improvement
• Sharp attention to detail
• Strong 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**