Front Office & Admin Coordinator

Coast Southwest, Inc.; Irving, Northern (TX, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Coast Southwest, Inc. seeks a detail-oriented Receptionist-Administrative Assistant to maintain a welcoming front office and support daily operations in Irving, TX. You will answer calls, manage mail, coordinate supplies and events, and assist billing and customer service processes.

The role requires 3–5 years of office experience, strong communication, and organizational skills. On-site position with duties spanning administration and client interactions.

Qualifications

• 3-5 years of office experience supporting processes in a busy office.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities, with the capacity to prioritize multiple tasks efficiently.
• High attention to accuracy and detail in all work.
• Self-motivated, eager to learn, and receptive to feedback.
• Proactive and solution-oriented, consistently seeking opportunities to add value and support the team.

Responsibilities

• Greet and direct all visitors with a positive, friendly, and professional demeanor.
• Answer and direct incoming phone calls and refer questions to appropriate resources.
• Maintain security by following internal policies.
• Receive incoming mail and packages and deliver to the manager daily.
• Order office supplies and research vendors for best deals; restock inventory.
• Coordinate logistics for luncheons and events.
• Maintain breakroom and restroom supplies; ensure reception area and meeting rooms are clean.
• Notify managers of housekeeping or janitorial concerns.
• Provide backup support to the Customer Service department as needed.
• Assist with billing operations, invoice preparation, payment processing, and reconciliation; resolve discrepancies.
• Work with accounting for financial process alignment.
• Handle miscellaneous duties and manage multiple projects with shifting priorities.
• Accurate data entry and maintenance of Excel logs; excellent follow-up.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Attention to detail

Multitasking

Customer service

Tools

Microsoft Office

VMS

ERP systems

Job description

Coast Southwest, Inc. seeks a detail-oriented Receptionist-Administrative Assistant to maintain a welcoming front office and support daily operations in Irving, TX. You will answer calls, manage mail, coordinate supplies and events, and assist billing and customer service processes.

The role requires 3–5 years of office experience, strong communication, and organizational skills. On-site position with duties spanning administration and client interactions.