Administrative & Office Operations Coordinator

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 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