Administrative Assistant Dallas, TX

Machinify; Dallas, Northern (TX, KY); Hybrid; USD 41,000 - 48,000; Full time

Benefits offered by this job

Competitive pay

Onsite work in Dallas

Job summary

Machinify in Dallas, TX seeks a warm, organized Admin Assistant to be the heartbeat of the office. You’ll greet visitors, coordinate conferences, manage mail, and keep daily operations running smoothly in a 100% onsite role.

Responsibilities include front desk duties, office operations, scheduling meetings, processing invoices, and supporting executives with ad hoc tasks. Salary: $30-$35 per hour. We offer competitive pay and benefits in a collaborative environment.

Qualifications

• 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

Responsibilities

• Greet visitors and manage first point of contact.
• Manage visitor badges and security compliance.
• Escort guests to conference rooms and keep them comfortable.
• Open the office each morning and review the day’s schedule.
• Monitor supplies and place orders as needed.
• Coordinate vendor services and mail handling.
• Oversee shared spaces and end-of-day closing duties.
• Assist with scheduling onsite meetings and meeting materials.
• Support executives with administrative tasks and ad hoc requests.
• Process invoices and office expenses.
• Monitor Slack and respond promptly.

Skills

Reception experience

Office coordination

Customer-facing

Highly organized

Attention to detail

On-site Dallas

Tools

Microsoft Office

Google Workspace

Slack

Job description

Machinify is a leading healthcare intelligence company with expertise across the payment continuum, delivering unmatched value, transparency, and efficiency to health plan clients across the country. Deployed by over 85 health plans, including many of the top 20, and representing more than 270 million lives, Machinify brings together a fully configurable and content-rich, AI-powered platform along with best-in-class expertise. We’re constantly reimagining what’s possible in our industry, creating disruptively simple, powerfully clear ways to maximize financial outcomes and drive down healthcare costs.

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

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/

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Machinify’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A \"disabled veteran\" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A \"recently separated veteran\" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An \"active duty wartime or campaign badge veteran\" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An \"Armed forces service medal veteran\" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.