Administrative & Facilities Coordinator (On-Site)

Realign Llc; Austin (TX); On-site; USD 38,000 - 48,000; Full time

Job summary

Realign Llc in Austin, TX is seeking an experienced Office Assistant to manage day-to-day administrative tasks in line with corporate systems. The role covers front-desk reception, mail handling, conference room scheduling, and coordination with facilities and security teams to maintain a safe, efficient workplace.

You will oversee procurement and inventory, assist with vendor relations, billing and budgeting support, and ensure compliance with safety policies.

Qualifications

• 5-10 years’ experience in Administrative Function of a medium sized facility (> 300 associates).
• Excellent English communication skills (written & verbal).
• Good computer skills: Microsoft Office (especially Word, Excel, PowerPoint etc.).
• Knowledge of Office Management, Safety, security systems, and procurement/finance processes.
• Strong organizational, planning and problem-solving abilities.
• Able to multitask and be on-site as needed.

Responsibilities

• Reception Management – greet clients/guests and coordinate visits.
• Receive & dispatch FedEx, UPS, DHL and other packages.
• Mail collection and distribution; manage conference room bookings.
• Oversee facility equipment maintenance and liaise with building management.
• Maintain seat occupancy data and coordinate events with location leadership.
• Handle billing and admin duties as required by supervisor.
• Facility management including security, housekeeping, inventory, compliance.
• Ensure safety compliance, CCTV monitoring and access control coordination.
• Coordinate with stakeholders and manage vendor relationships.
• Prepare MIS for expenses, budgeting and procurement reporting.

Skills

Office management

Facilities management

Procurement

Finance processes

Security systems

Vendor liaison

Multitasking

Communication skills

Organizational skills

Team player

Tools

Microsoft Office

Job description

Realign Llc in Austin, TX is seeking an experienced Office Assistant to manage day-to-day administrative tasks in line with corporate systems. The role covers front-desk reception, mail handling, conference room scheduling, and coordination with facilities and security teams to maintain a safe, efficient workplace.

You will oversee procurement and inventory, assist with vendor relations, billing and budgeting support, and ensure compliance with safety policies.