Administrative Assistant

Spectraforce Technologies; Dallas (TX); On-site; USD 40,000 - 50,000; Full time

Job summary

Spectraforce Technologies, Inc. is seeking an Administrative Assistant in Dallas, TX for a 12-month assignment with potential conversion.

The role supports front desk hospitality, office operations, and general administrative duties to ensure a smooth office environment. Responsibilities include greeting visitors, managing mail and supplies, coordinating conference rooms, and assisting with events and travel arrangements as needed.

Qualifications

• Professional demeanor and customer-focused approach.
• 3–5 years administrative experience preferred.
• Excellent interpersonal and communication skills.
• Strong organizational abilities and attention to detail.
• Proficient with Microsoft Office.

Responsibilities

• Serve as initial point of contact for employees and visitors.
• Manage office supplies, maintenance, and facilities requests.
• Process mail, courier, and insurance group mail tasks.
• Assist with meeting room reservations and video conferencing setup.

Skills

Communication Skills

Office Software

Teamwork

Education

High School Diploma

Tools

Microsoft Office

Job description

Administrative Assistant

Location: Dallas, TX

Duration: 12 months with possible conversion

Primary responsibilities of the role include:

Front Desk & Office Hospitality:

• Serve as the initial point of contact for employees and visitors, maintaining a professional and welcoming reception environment. Determine the nature of visitor's business and announce as appropriate. This includes monitoring visitor access and chaperoning visitors as necessary.
• Maintain a hospitality focused presence, including:Business casual/professional attire and demeanor, Proactive awareness of daily meetings, visitors, and office activity, Identifying opportunities to enhance the visitor and employee experience
• Answering incoming telephone calls; determining the purpose for the call and forwarding calls to the appropriate department or individual.
• Answering questions about the organization and providing callers with the office location, directions, and/or other information as needed.

Office Management:

• Oversight for all ordering, maintenance, and organization of various office supplies.
• Monitoring office coffee bars and kitchen for supplies, cleanliness, etc.
• Periodically clean, maintain refrigerator/freezers, microwaves, and dishwashers.
• Monitoring office for necessary maintenance items and track for resolution (lights, carpet, furniture, etc.)
• Submit building maintenance tickets and track for resolution.

Administrative Support:

• Completing the certified mail process and other activities related to mail management (receiving/tracking and sending courier packages, daily pick-up, and distribution of mail, sending miscellaneous correspondence, etc.)
• Open, identify, scan, and email all Insurance group mail for group processing.
• Secure incoming checks daily and distribute to treasury for processing.
• Processing accounts payable invoices.
• Composing and/or typing routine correspondence.
• Perform required training programs including but not limited to compliance, mandatory regulations, policies, and enterprise level topics.
• Provides backup administrative support to the broader administrative team as needed, including assistance with expense reports, travel booking, and other ad hoc administrative tasks.
• Requesting building and floor access for new and existing employees or submitting requests for PRU ID badges and visitor access, including Wi‑Fi access.
• Completing miscellaneous special projects upon request.

Meeting & Event Support:

• Process conference/meeting room reservation requests.
• Management of conference rooms to include assisting with conference room configuration for various meetings, management of conference room reservations and ensuring video conference equipment is functioning properly.
• Assist administration/management with external visitors, meetings, catering setup/cleanup, etc.

Qualifications

• A high degree of professionalism and strong work ethic coupled with a sense of responsibility and customer focus required.
• A minimum of 3-5 years practical business/administrative experience is strongly preferred.
• Excellent interpersonal skills, dependability, and the ability to communicate with all levels in the organization required.
• Solid organizational skills required.
• Strong initiative and good judgment a must.
• Attention to detail and prioritization skills needed.
• Ability to work independently but also partner as a team player.
• Willingness to take direction from various sources required.
• Ability to operate Microsoft Office applications (Word, Excel, and PowerPoint).