Administrative & Facilities Specialist (On-Site, Dallas)

American Airlines; Honolulu (HI); On-site; USD 21,593 - 30,754; Full time

Benefits offered by this job

401(k)

Dental insurance

Flexible spending account

Health insurance

Paid time off

Vision insurance

Job summary

Phoenix House is seeking a diligent and organized Administrative Assistant to join our team in a full-time capacity. The role provides essential support to ensure the smooth operation of the office, while also coordinating facilities‑related tasks and maintaining a safe work environment.

The candidate will handle clerical duties, scheduling, filing, and basic bookkeeping, working with management and staff to streamline administrative processes and support multiple departments.

Qualifications

• College degree in Office Administration or related field preferred.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Perform general office duties, such as answering phones, responding to emails, and managing correspondence.
• Greet visitors and assist them with inquiries or direct them to the appropriate personnel.
• Maintain electronic and physical filing systems, ensuring all documents are accurately organized and readily accessible.
• Assist in scheduling appointments, meetings, and conference calls.
• Prepare and distribute memos, letters, reports, and other documents as needed.
• Coordinate and oversee facilities maintenance activities, including routine inspections, repairs, and cleaning services.
• Collaborate with external vendors and contractors to schedule and supervise maintenance and repair work.
• Monitor and maintain inventory of office and cleaning supplies, ensuring adequate stock levels.
• Assist in organizing and coordinating office events, meetings, and conferences.
• Manage office equipment, including copiers, printers, and telecommunication systems, ensuring proper functionality and maintenance.
• Assist with basic bookkeeping tasks, such as invoicing and expense tracking.
• Collaborate with other administrative staff to ensure smooth workflow and effective communication within the office.
• Provide administrative support to various departments as required.
• Perform other duties as assigned by management.
• Adhere to ethical and conduct standards as established by professional licensure and Phoenix House policies.
• Attend all required staff training sessions in accordance with Phoenix House and state licensing requirements, completing all training on time.
• Attend and participate in program and all staff meetings.
• Adhere to and promote the Phoenix House Mission, Vision, and Values while acting as a role model for others.

Skills

Microsoft Office

Communication

Organizational skills

Time management

Education

Office Administration degree

Tools

Microsoft Office

Job description

Phoenix House is seeking a diligent and organized Administrative Assistant to join our team in a full-time capacity. The role provides essential support to ensure the smooth operation of the office, while also coordinating facilities‑related tasks and maintaining a safe work environment.

The candidate will handle clerical duties, scheduling, filing, and basic bookkeeping, working with management and staff to streamline administrative processes and support multiple departments.