Administrative Assistant

Greater Houston Retailers Cooperative Association; Stafford (TX); On-site; USD 42,000 - 45,000; Full time

Job summary

The Greater Houston Retailers Cooperative Association, Inc. in Stafford, TX seeks an Administrative Assistant to provide professional front desk and administrative support, ensuring the GHRA office operates in an organized and welcoming manner.

You will be the first point of contact for employees, members, vendors, and visitors, handling calls, mail, and calendar coordination. Requires a high school diploma and 2+ years of admin experience, with proficiency in Microsoft Office.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative, receptionist, office coordinator, or similar experience preferred.
• Strong verbal and written communication skills.
• Professional and courteous customer service skills.
• Strong organizational and time-management abilities.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Ability to maintain confidentiality and exercise good judgment.
• Ability to work independently while also supporting a team.
• Reliable attendance and punctuality are essential.

Responsibilities

• Serve as the primary point of contact at the corporate office reception area.
• Greet and assist employees, members, vendors, visitors in a professional and courteous manner.
• Answer, screen, and direct incoming telephone calls and messages.
• Ensure the front desk is staffed and covered during business hours.
• Maintain a professional, organized, and welcoming reception area.
• Assist visitors with sign-in procedures and direct them to the appropriate employee or department.
• Coordinate day-to-day administrative needs of the corporate office.
• Monitor the condition and appearance of common areas, conference rooms, kitchen, reception area, and other spaces.
• Coordinate office maintenance, repairs, service requests, and building-related issues.
• Communicate maintenance concerns to vendors or internal contacts.
• Ensure office areas are stocked and maintained.
• Support office moves, setups, and special projects.
• Receive, sort, log, and distribute mail and packages.
• Maintain mail/package logs and coordinate outgoing mail.
• Prepare and coordinate courier services as needed.
• Schedule internal meetings and manage calendars.
• Coordinate meeting room setups and technology needs.
• Maintain meeting room calendars and prevent conflicts.
• Provide administrative support for leadership meetings as assigned.
• Coordinate monthly employee celebrations and office events.
• Maintain an annual calendar of birthdays and holidays.
• Coordinate food, decorations, and logistics for events.
• Maintain inventory of office supplies and assets.
• Track status of assets and coordinate transfers.
• Provide general administrative support to the Director of HR & Administration.

Skills

Customer service

Communication

Time management

Organization

Multitasking

Confidentiality

Teamwork

Professionalism

Attention to detail

Punctuality

Education

High school diploma

Tools

Microsoft Office

Outlook

Word

Excel

Job description

Job Details: Level: Experienced, Job Location: GHRCA, INC - STAFFORD, TX 77477, Position Type: Full Time, Education Level: High School, Salary Range: $42,000.00 - $45,000.00 Salary, Travel Percentage: None, Job Shift: Monday - Friday, Job Category: Admin - Clerical, Greater Houston Retailers Cooperative Association, Inc.

12790 South Kirkwood Rd, Stafford TX 77477

www.ghraonline.com

Company Description:

The Greater Houston Retailers Cooperative Association, Inc. is one of the leading independent convenience store cooperatives in the Nation. GHRA provides many benefits and values to its Members. GHRA operates a full service warehouse and distribution center supplying goods and services to the convenience store industry.

General Summary:

Reports to the Director of HR and Administration

Primary Responsibility:

The Administrative Assistant is responsible for providing professional front desk and administrative support while ensuring the GHRA corporate office operates in an organized, professional, and welcoming manner. This position serves as the first point of contact for employees, members, vendors, and visitors and is responsible for managing front desk activities, calls, mail, meeting coordination, office supplies, office assets, and general office maintenance.The Administrative Assistant is expected to be highly organized, dependable, professional, and responsive, with strong attention to detail and the ability to manage multiple administrative responsibilities while maintaining a positive and service-oriented environment.

Essential Functions:

Front Desk & Reception

• Serve as the primary point of contact at the corporate office reception area.
• Greet and assist employees, members, vendors, visitors, and guests in a professional and courteous manner.
• Answer, screen, and direct incoming telephone calls and messages.
• Ensure the front desk is staffed and covered during business hours.
• Maintain a professional, organized, and welcoming reception area.
• Assist visitors with sign-in procedures and direct them to the appropriate employee or department.

Office Administration & Maintenance

• Coordinate day-to-day administrative needs of the corporate office.
• Monitor the condition and appearance of common areas, conference rooms, kitchen, reception area, and other office spaces.
• Coordinate office maintenance, repairs, service requests, and building-related issues as needed.
• Communicate office maintenance concerns to the appropriate vendor, building management, or internal contact.
• Ensure office areas are properly stocked, organized, and maintained.
• Support office moves, setups, special projects, and other administrative needs.

Mail & Package Management

• Receive, sort, log, and distribute incoming mail and packages.
• Maintain an accurate mail and package log when required.
• Prepare and coordinate outgoing mail and packages.
• Ensure time-sensitive or confidential correspondence is promptly routed to the appropriate individual.
• Coordinate courier services and deliveries as needed.

Meeting & Calendar Coordination

• Schedule internal meetings, conference rooms, and appointments as requested.
• Coordinate meeting room setup, including seating, materials, refreshments, and technology needs.
• Maintain meeting room calendars and help prevent scheduling conflicts.
• Assist with preparation and coordination of company meetings and events.
• Provide administrative support for leadership meetings as assigned.

Employee Celebrations & Office Events

• Coordinate monthly employee celebrations and office recognition activities.
• Maintain an annual calendar of employee birthdays, anniversaries, holidays, and other office celebrations.
• Coordinate food, refreshments, decorations, supplies, and logistics for celebrations.
• Work with vendors and internal departments to ensure events are organized and completed within approved budgets.
• Support employee engagement activities and special office events.

Office Supplies & Inventory

• Maintain adequate inventory of office supplies, kitchen supplies, and other commonly used administrative items.
• Monitor supply levels and identify replenishment needs.
• Place approved orders and coordinate delivery of supplies.
• Maintain organized supply storage areas.
• Monitor usage and help control unnecessary or excessive supply expenses.
• Maintain records of recurring office supply orders and vendors.

Office Assets & Equipment

• Maintain an inventory of corporate office assets and equipment.
• Track assignment, location, and status of office equipment and assets.
• Coordinate the distribution, relocation, return, or disposal of office assets as directed.
• Maintain accurate records of office furniture, equipment, and other assigned assets.
• Coordinate with IT and other departments regarding equipment needs and transfers.
• Report missing, damaged, or unaccounted-for assets to management.

Administrative Support

• Provide general administrative support to the Director of HR & Administration and other leadership as assigned.
• Prepare documents, correspondence, forms, spreadsheets, and other administrative materials.
• Assist with copying, scanning, filing, and maintaining administrative records.
• Maintain confidentiality of company, employee, member, and business information.
• Assist with special projects and other administrative assignments as needed.
• Support other departments with administrative needs when appropriate.

Qualifications:

Required Qualifications:

• High school diploma or equivalent required; additional education or administrative training preferred.
• 2+ years of administrative, receptionist, office coordinator, or similar experience preferred.
• Strong verbal and written communication skills.
• Professional and courteous customer service skills.
• Strong organizational and time-management abilities.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Ability to maintain confidentiality and exercise good judgment.
• Ability to work independently while also supporting a team.
• Reliable attendance and punctuality are essential.

Physical Requirements:

• May be standing or sitting for extend period of times
• Extended period of time working in front of computer monitor
• Some days of prolonged walking
• Must be able to lift 50 lbs.

Additional Information:

• Number of Openings: 1
• Office Hours: M-F 8:30 AM to 5:00 PM
• Salary: $42,000 - 45,000/Annually
• Starting Date: Immediate

The above statements reflect the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities which may be inherent in the job. Responsibilities are subject to change.