Administrative Office Assistant

Star Dental Partners; Plano (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Star Dental Partners is seeking an Administrative Office Assistant to join our collaborative, fast-paced support center. This in-office role supports day-to-day operations from reception to facilities, coordinating calendars and logistics and assisting with ad hoc projects across departments.

You’ll oversee office readiness, manage mail and supplies, greet guests, handle vendor coordination, and support onboarding and events while maintaining confidentiality and a professional, brand-aligned

Qualifications

• High school diploma required; Bachelor's degree preferred.
• Minimum 2 years experience in a role with project management, executive administrative, or office management duties.
• Strong organizational, detail-oriented, and multitasking abilities.

Responsibilities

• Coordinate and manage the C-suite calendars, including scheduling meetings, managing logistics, and anticipating needs.
• Assist with meeting preparation, including room setup, materials, and coordination.
• Provide general administrative support and assist with ad hoc projects across departments.
• Oversee daily office operations to ensure a clean, organized, and fully functional workspaces.
• Monitor inventory levels for office supplies, snacks, beverages, and company swag.
• Replenish, distribute, maintain organization, and monitor inventory of all office supplies and common areas.
• Maintain conference rooms’ order and cleanliness, including setting up for meetings, resetting rooms afterward, and offering beverages to guests as appropriate as well as submit building maintenance cleaning requests as needed.
• Ensure office readiness during core business hours.
• Retrieve, sort, and distribute company mail, including Accounts Payable correspondence.
• Request, review, and submit business card proofs and orders as needed.
• Serve as the primary point of contact at reception.
• Greet and assist visitors, candidates, and vendors in a professional and friendly manner.
• Maintain a polished, welcoming, and brand-aligned front office environment.
• Act as a gatekeeper by screening and appropriately redirecting solicitors.
• Accept and manage deliveries and incoming packages.
• Coordinate UPS, FedEx, USPS, and other courier pickups and deliveries.
• Process postage for vendor payments using Pitney Bowes weekly or as needed.
• Compile and ship employee paychecks via FedEx corporate account or USPS biweekly or as needed.
• Assist with vendor correspondence, including mail preparation, sorting, and distribution.
• Coordinate office maintenance and service vendors (coffee, water, printers/copiers, etc.).
• Submit and manage building-related requests, including cleaning and maintenance issues, as well as parking, gym and access badge administration for employees.
• Liaise with building management for guest parking access and conference room reservations.
• Maintain vendor schedules and assist with basic invoice submission or tracking.
• Assist with onboarding logistics, including workspace setup and badge coordination; support IT with unboxing and setting up computer hardware only as needed.
• Set up new hire desks and offices with welcoming supplies, swag, etc.
• Facilitate quarterly Lunch & Learns and training sessions for visiting dental practice staff.
• Coordinate onsite, informal employee celebrations and assist with sending cards to field employees.
• Support employee engagement activities and internal office communications.
• Maintain confidentiality of sensitive company and employee information.
• Support adherence to company policies, including privacy, security, and workplace safety standards.
• Assist with office safety readiness and coordination with building management when needed.
• Support coordination with field locations or dental practices for shipments or supply distribution.
• Support special projects and cross-functional initiatives as needed.
• Ad hoc projects and other duties as assigned.

Skills

Calendar management

Administrative support

Office operations

Organization

Communication skills

Gatekeeping

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

Star Dental Partners (SDP) is seeking an Administrative Office Assistant to join our collaborative and fast-paced team. This position will play a key role in day-to-day operations of our support center office and have a wide range of responsibilities to support office operations.

As a Dental Support Organization (DSO) that assists dental practices with non-clinical challenges and provides industry proven business support services. Our affiliated dentists live a higher quality lifestyle with more time focused on patients and less on administrative burden.

The Star Dental Partners mission is to improve the lives of our dentists, staff and patients by providing leading non-clinical business support services in a collaborative environment. As part of our commitment, we help our affiliated dentists to collectively achieve attractive business economies of scale resulting in improved efficiency and profitability while lowering operational risks.

Our experienced Support Center team assists dentists with management of non-clinical staffing and human resources, finance and payroll administration, marketing, payor relations, supplies and capital equipment procurement, as well as information systems. With experience and dedicated support from professional management, dental offices are free to focus their attention on providing patient care.

Executive & Administrative Support

• Coordinate and manage the C-suite’s calendars, including scheduling meetings, managing logistics, and anticipating needs
• Assist with meeting preparation, including room setup, materials, and coordination
• Provide general administrative support and assist with ad hoc projects across departments

Office Administration & Operations

• Oversee daily office operations to ensure a clean, organized, and fully functional workspaces
• Monitor inventory levels for office supplies, snacks, beverages, and company swag
• Replenish, distribute, maintain organization, and monitor inventory of all office supplies and common areas
• Maintain conference rooms’ order and cleanliness, including setting up for meetings, resetting rooms afterward, and offering beverages to guests as appropriate as well as submit building maintenance cleaning requests as needed.
• Ensure office readiness during core business hours (lighting, shared spaces, conference rooms)
• Retrieve, sort, and distribute company mail, including Accounts Payable correspondence
• Request, review, and submit business card proofs and orders as needed

Reception & Guest Services

• Serve as the primary point of contact at reception
• Greet and assist visitors, candidates, and vendors in a professional and friendly manner
• Maintain a polished, welcoming, and brand-aligned front office environment
• Act as a gatekeeper by screening and appropriately redirecting solicitors
• Accept and manage deliveries and incoming packages

Mail, Shipping & Finance Support

• Coordinate UPS, FedEx, USPS, and other courier pickups and deliveries
• Process postage for vendor payments using Pitney Bowes on a weekly basis or as needed
• Compile and ship employee paychecks via FedEx corporate account or USPS on a biweekly basis or as needed
• Assist with vendor correspondence, including mail preparation, sorting, and distribution

Facilities, Vendor & Building Coordination

• Coordinate office maintenance and service vendors (coffee, water, printers/copiers, etc.)
• Submit and manage building-related requests, including cleaning and maintenance issues, as well as parking, gym and access badge administration for employees
• Liaise with building management for guest parking access and conference room reservations
• Maintain vendor schedules and assist with basic invoice submission or tracking

Employee Experience & Event Coordination

• Assist with onboarding logistics, including workspace setup and badge coordination; as well as support IT with unboxing and setting up computer hardware only as needed
• Set up new hire desks and offices with welcoming supplies, swag, etc.
• Facilitate quarterly Lunch & Learns and training sessions for visiting dental practice staff
• Coordinate onsite, informal employee celebrations (e.g., birthdays) and assist with sending cards to field employees
• Support employee engagement activities and internal office communications

Safety, Compliance & Confidentiality

• Maintain confidentiality of sensitive company and employee information
• Support adherence to company policies, including privacy, security, and workplace safety standards
• Assist with office safety readiness and coordination with building management when needed

Additional Support

• Support coordination with field locations or dental practices for shipments or supply distribution
• Support special projects and cross-functional initiatives as needed
• Ad hoc projects and other duties as assigned.

This position requires in-office work.

• High school diploma required; Bachelor's degree preferred
• Minimum 2 years experience in a role with project management, executive administrative, or office management duties required
• Highly organized and detail-oriented work ethic
• Ability to work collaboratively with all team members, both at the practice level and Support Center
• Excellent written, verbal, and interpersonal communication skills
• Demonstrates a sense of urgency and works well under pressure
• Self-motivated and goal-oriented, with the initiative to work independently
• Strong ability to prioritize, multi-task, and meet deadlines
• Demonstrates integrity, responsibility, accountability, and a high level of professionalism
• Proficient in Microsoft Office Suite (Word, Excel, PPT, Outlook)