Administrative Assistant

Machinify; Dallas (TX); Presencial; USD 41.000 - 48.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Top Medical/Dental/Vision offerings

FSA/HSA

Tuition reimbursement

401(k) with company match

Additional health and wellnessBenefits

Descripción de la vacante

Machinify in Dallas, TX is seeking an Admin Assistant to be the heart of the office. You will greet visitors, manage the front desk, support daily operations, and coordinate facilities, events, and communications with teammates.

The role emphasizes reliability, organization, and a proactive approach to keeping the office running smoothly on-site in Dallas.

Formación

• 1-3 years in reception, office coordination, or admin work.
• Warm, polished, professional; welcomes guests.
• Very organized with strong attention to detail.
• Proactive; anticipates needs and acts.
• Proficient with Microsoft Office, Google Workspace, Slack.
• Healthcare/health tech experience a plus.
• 100% onsite in Dallas, TX.

Responsabilidades

• Greet visitors, manage badges, and escort to meeting rooms.
• Handle calls, inquiries, and mail/packages.
• Oversee office operations: restock, snacks, coffee prep.
• Coordinate vendors and facilities requests.
• Support executives and schedule meetings.
• Process invoices and office expenses.
• Monitor Slack and respond to messages.

Conocimientos

Reception experience

Office coordination

Customer-facing

Organizational skills

Herramientas

Microsoft Office

Google Workspace

Slack

Descripción del empleo

The Opportunity

We’re looking for a warm, organized, and proactive Admin Assistant to be the heartbeat of our Dallas office. You’ll be the first face visitors and employees see, keep daily operations running smoothly, and make sure every detail - from conference rooms to coffee stations - is handled with care. If you love a role where no two days are exactly the same and where your reliability truly matters, this is for you.

What You’ll Do

Front Desk & Guest Experience

• Greet every visitor with a warm welcome - introduce yourself, offer a beverage, and notify their host promptly
• Serve as the first point of contact for calls, walk-ins, and general inquiries
• Manage visitor badges and ensure compliance with onsite security protocols
• Escort guests to conference rooms and keep them comfortable throughout their visit

Daily Office Operations

• Open the office each morning: check conference rooms, restock snacks/beverages, prep coffee when guests are expected, and review the day’s schedule
• Monitor supply levels throughout the day and place orders or restock from storage as needed
• Coordinate vendor services including cleaning, maintenance, and deliveries
• Oversee incoming and outgoing mail, packages, and courier shipments
• Keep shared spaces - kitchens, conference rooms, phone rooms - clean and presentable at all times
• Complete end-of-day closing duties: reset all rooms, power down equipment, log hours, and set Slack status to Away

Administrative & Executive Support

• Assist with scheduling onsite meetings, booking conference rooms, and coordinating team events
• Prepare meeting materials, agendas, and light note-taking when needed
• Support executives and team leads with general administrative tasks and ad hoc requests
• Process invoices, purchasing requests, and office-related expenses
• Monitor Slack and respond to messages promptly throughout the day

Facilities & Employee Support

• Act as the point of contact for facilities issues: IT tickets, building services, and repair requests
• Help coordinate onsite trainings, leadership visits, and employee engagement activities
• Assist with new hire onboarding logistics - badges, seating, and equipment setup
• Ensure compliance with health, safety, and security protocols at all times

What You Bring

• 1-3 years of experience in reception, office coordination, or customer-facing administrative work
• Warm, polished, and professional - you make people feel welcome the moment they walk in
• Highly organized with strong attention to detail and the ability to manage multiple priorities at once
• Proactive mindset: you anticipate what needs to be done and act on it without waiting to be asked
• Comfortable with Microsoft Office, Google Workspace, Slack, and modern office tools
• Experience in healthcare, health tech, or regulated environments is a plus - but not required
• Able to work 100% onsite in Dallas, TX

What We Offer

• Top Medical/Dental/Vision offerings
• FSA/HSA
• Tuition reimbursement
• Competitive salary, 401(k) with company match
• Additional health and wellness benefits and perks
• Flexible and trusting environment where you’ll feel empowered to do your best work

The salary for this position is based on an array of factors unique to each candidate: Such as years and depth of experience, set skills, certifications, etc. We are hiring for different levels, and our Recruiting team will let you know if you qualify for a different role/range.

Pay range: $30-$35 per hour.

Equal Employment Opportunity at Machinify

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace. Machinify is an employment at will employer. We participate in E-Verify as required by applicable law. In accordance with applicable state laws, we do not inquire about salary history during the recruitment process. If you require a reasonable accommodation to complete any part of the application or recruitment process, please let our recruiters know. See our Candidate Privacy Notice at: https://www.machinify.com/candidate-privacy-notice/