Administrative Assistant

Addison Group; Houston (TX); On-site; USD 34,000 - 36,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Job summary

Addison Group in Houston, TX seeks a Receptionist and Administrative Project Coordinator to welcome visitors and provide essential administrative support for daily office operations.

You will manage calls, mail, and deliverables, coordinate office projects, track orders, and maintain clear communication across departments. Strong organization, customer service, and multitasking are required to excel in this fast-paced role.

Qualifications

• Minimum of 3 years of receptionist, administrative, office coordination, or front desk experience in a professional office environment.
• Experience managing tasks, projects, orders, or processes that require tracking deadlines, follow-up, and coordination through completion.
• Experience working with purchase orders (POs), invoices, and credit card statements is required.
• Experience with vendor communication, order tracking, delivery coordination, or similar administrative processes preferred.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong verbal and written communication skills with the ability to communicate effectively with internal departments, vendors, and customers.
• Excellent customer service and interpersonal skills.
• Highly organized with strong follow-through and the ability to manage multiple projects, deadlines, and competing priorities.
• Exceptional attention to detail and accuracy.
• Ability to proactively identify outstanding items, follow up with appropriate parties, and keep stakeholders informed.
• Ability to work independently, take ownership of responsibilities, and see tasks through to completion.
• Professional appearance and demeanor.
• Experience with data entry and general administrative support functions preferred.
• Strong sense of urgency and accountability with the ability to work in a fast-paced, deadline-driven environment.

Responsibilities

• Serve as the first point of contact for visitors, clients, vendors, and employees, providing professional and welcoming experience.
• Answer and direct incoming phone calls promptly and professionally.
• Manage incoming and outgoing mail, packages, and deliveries, ensuring items are received and routed appropriately.
• Coordinate and track office-related projects, orders, deliveries, and administrative activities from initiation through completion, ensuring deadlines and commitments are met.
• Monitor the status of purchase orders, shipments, deliveries, and other time-sensitive items and proactively communicate updates, delays, or issues to the Accounting and Warehouse teams.
• Maintain accurate tracking of open orders and deliveries, following up with vendors as needed to ensure timely completion and resolution of issues.
• Serve as a key communication point between vendors, Accounting, Warehouse, and internal departments to ensure everyone has current information regarding order and delivery status.
• Track project and administrative deadlines, follow up on outstanding items, and ensure tasks are completed within established timelines.
• Identify potential delays or issues and elevate them appropriately while maintaining clear and timely communication with impacted departments.
• Maintain the office kitchen, including stocking supplies and coordinating cleanliness.
• Order, organize, and maintain office and kitchen supplies, ensuring adequate inventory levels and timely replenishment.
• Perform filing, scanning, copying, data entry, and other general administrative support functions.
• Assist with accounting-related administrative functions, including entering and maintaining purchase order information, processing invoices, and reconciling/organizing credit card statements.
• Maintain accurate records related to purchase orders, invoices, deliveries, and other financial or operational documentation.
• Maintain organized electronic and paper filing systems.
• Provide administrative support to various departments and assist with special projects as needed.
• Ensure reception and common areas remain clean, organized, and professional.
• Handle multiple priorities simultaneously while maintaining accuracy, organization, and attention to deadlines.

Skills

Customer service

Organizational skills

Verbal and written communication

Multitasking

Data entry

Tools

Microsoft Office

Job description

Job Title: Receptionist and Administrative Project Coordinator

Location: Houston, TX

Type: Contract-hire

Pay: $25-$26/hr DOE

Benefits: This position is eligible for medical, dental, vision, and 401(k).

Position Summary

The Receptionist and Administrative Project Coordinator responsible for creating a professional first impression for visitors while providing administrative support to ensure the smooth day-to-day operation of the office. This role requires excellent customer service, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

• Serve as the first point of contact for visitors, clients, vendors, and employees, providing professional and welcoming experience.
• Answer and direct incoming phone calls promptly and professionally.
• Manage incoming and outgoing mail, packages, and deliveries, ensuring items are received and routed appropriately.
• Coordinate and track office-related projects, orders, deliveries, and administrative activities from initiation through completion, ensuring deadlines and commitments are met.
• Monitor the status of purchase orders, shipments, deliveries, and other time-sensitive items and proactively communicate updates, delays, or issues to the Accounting and Warehouse teams.
• Maintain accurate tracking of open orders and deliveries, following up with vendors as needed to ensure timely completion and resolution of issues.
• Serve as a key communication point between vendors, Accounting, Warehouse, and internal departments to ensure everyone has current information regarding order and delivery status.
• Track project and administrative deadlines, follow up on outstanding items, and ensure tasks are completed within established timelines.
• Identify potential delays or issues and elevate them appropriately while maintaining clear and timely communication with impacted departments.
• Maintain the office kitchen, including stocking supplies and coordinating cleanliness.
• Order, organize, and maintain office and kitchen supplies, ensuring adequate inventory levels and timely replenishment.
• Perform filing, scanning, copying, data entry, and other general administrative support functions.
• Assist with accounting-related administrative functions, including entering and maintaining purchase order information, processing invoices, and reconciling/organizing credit card statements.
• Maintain accurate records related to purchase orders, invoices, deliveries, and other financial or operational documentation.
• Maintain organized electronic and paper filing systems.
• Provide administrative support to various departments and assist with special projects as needed.
• Ensure reception and common areas remain clean, organized, and professional.
• Handle multiple priorities simultaneously while maintaining accuracy, organization, and attention to deadlines.

Qualifications

• Minimum of 3 years of receptionist, administrative, office coordination, or front desk experience in a professional office environment.
• Experience managing tasks, projects, orders, or processes that require tracking deadlines, follow-up, and coordination through completion.
• Experience working with purchase orders (POs), invoices, and credit card statements is required.
• Experience with vendor communication, order tracking, delivery coordination, or similar administrative processes preferred.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong verbal and written communication skills with the ability to communicate effectively with internal departments, vendors, and customers.
• Excellent customer service and interpersonal skills.
• Highly organized with strong follow-through and the ability to manage multiple projects, deadlines, and competing priorities.
• Exceptional attention to detail and accuracy.
• Ability to proactively identify outstanding items, follow up with appropriate parties, and keep stakeholders informed.
• Ability to work independently, take ownership of responsibilities, and see tasks through to completion.
• Professional appearance and demeanor.
• Experience with data entry and general administrative support functions preferred.
• Strong sense of urgency and accountability with the ability to work in a fast-paced, deadline-driven environment.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.