Front Desk Admin

Air Distribution Technologies, Inc.; Plano (TX); On-site; USD 40,000 - 52,000; Full time

Job summary

Air Distribution Technologies, Inc. is seeking an experienced Administrative Assistant to provide comprehensive front office support at our Plano, TX location.

You will welcome visitors, manage the sign-in process, and handle calls, mail, and scheduling to ensure smooth operations. The ideal candidate has an Associate’s degree in Business Administration and at least 3 years of related experience, with strong writing and Microsoft Office skills.

Qualifications

• Associate’s degree in Business Administration or related field required.
• 3+ years of related experience and/or training.
• Ability to read, analyze, and interpret standard business procedures.
• Strong writing skills for drafting business correspondence.
• Proficiency in Microsoft Excel, Word, and PowerPoint; SAP a plus.
• Professional, courteous demeanor with a customer-focused approach.
• Meticulous attention to detail and a commitment to accuracy.
• Outstanding interpersonal and phone etiquette skills.
• Excellent organizational abilities and multitasking capacity.

Responsibilities

• Oversee front office operations, ensuring the area is presentable and efficient.
• Greet and welcome visitors, manage sign-in, and receive scheduled guests.
• Answer incoming calls and route professionally; check voicemails daily.
• Coordinate logistics for internal teams and visitors, including meals.
• Process orders, consignments, and inventory data for invoicing; input data into systems.
• Collaborate with finance to process bills and invoices; follow up on payments.
• Act as primary liaison with building maintenance and vendors for repairs.
• Enter purchase orders and ensure correct coding for payments in Flowis Tickets.
• Manage mail and packages; notify recipients of deliveries and handle outbound shipments.
• Support managers on various projects and perform other duties as assigned.

Skills

Writing skills

Interpersonal skills

Phone etiquette

Attention to detail

Multitasking

Punctuality

Math basics

Education

Associate’s degree in Business Administration

Tools

Microsoft Excel

Microsoft Word

PowerPoint

SAP

Job description

Provide comprehensive administrative and front office support to ensure smooth company operations. As the first point of contact for guests and visitors, you will represent the company’s professionalism and hospitality. This is an onsite role, Monday through Friday.

Job Duties And Essential Job Functions

• Oversee all front office operations, ensuring the area is presentable and functions efficiently.
• Greet and welcome visitors, maintain the sign-in register, and manage the arrival of scheduled guests.
• Answer all incoming calls promptly, directing them professionally to the appropriate person. Check and distribute voicemails each morning.
• Assist with logistics for internal teams and visitors, including ordering lunches and setting up beverages, coffee, and snacks in conference and training rooms.
• Assist with order entry, processing consignment and inventory orders for invoicing. Input part numbers, ship dates, and relevant information into the system.
• Collaborate with the finance department to ensure timely processing of bills and invoices and follow up on late payments with vendors.
• Serve as the primary contact for building maintenance, coordinating with vendors for repairs as needed.
• Enter purchase orders upon request and ensure invoices are properly coded and approved for vendor payments through the Flowis Tickets system.
• Manage incoming and outgoing mail, as well as UPS/FedEx packages. Notify recipients via TEAMS or phone about deliveries and occasionally handle outbound shipments.
• Assist managers with various projects to support daily operations.
• Perform additional duties as assigned or requested.

Qualifications

• Associate’s degree in Business Administration or related field required.
• 3 plus years of related experience and/or training.
• Ability to read, analyze, and interpret standard business procedures.
• Strong writing skills for drafting business correspondence.
• Capable of effectively presenting information and responding to questions from managers, clients, customers, and visitors.
• To succeed in this role, proficiency in Microsoft Excel, Word, and PowerPoint is required. Familiarity with SAP is a plus.
• Professional, courteous demeanor with a customer-focused approach.
• Adherence to the company dress code for a professional appearance.
• Meticulous attention to detail and a commitment to accuracy.
• Outstanding interpersonal and phone etiquette skills.
• Exceptional organizational abilities, with the capacity to thrive in a multitasking environment.
• Proficient in basic math and typing.
• Punctuality and readiness to begin work promptly at the designated time.
• Ability to calculate figures and amounts such as discounts and percentage.

Physical Demands

The physical demands outlined here represent those required of an employee to successfully perform the essential functions of this role. While carrying out job duties, the employee must regularly stand, walk, sit, use hands for handling or manipulating objects, reach with arms, stoop, kneel, crouch, and engage in clear verbal communication.

This position will be on-site at our location in Plano, TX.

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