Office Admin Coordinator

Identity Architects Inc.; Houston, Northern (TX, KY); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

401k Retirement Plan

Paid Time Off

Birthday Holiday

Health Insurance (Medical, Dental, and

Engagement Activities

Professional Development

Job summary

Identity Architects Inc. is seeking an Office Admin Coordinator to welcome visitors, support daily operations, coordinate events, and assist with marketing initiatives.

The ideal candidate is organized, proactive, and able to handle multiple priorities while maintaining a welcoming, professional office environment.

Qualifications

• 2+ years in office administration or related roles.
• Excellent verbal and written communication.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks in a fast-paced environment.
• Professional, friendly, and service-oriented personality.
• Proficiency with productivity tools.
• Experience with event planning or marketing support is a plus.
• Ability to work independently and across teams.

Responsibilities

• Front desk and reception: greet visitors and route calls.
• Provide day-to-day admin support and calendar management.
• Coordinate office events, meetings, and celebrations.
• Support Marketing with materials and event-related tasks.
• Maintain confidential information and assist across departments.

Skills

Communication

Organizational skills

Time management

Multitasking

Customer service

Attention to detail

MS Office / Google Workspace

Event planning

Marketing support

Tools

Microsoft Office

Google Workspace

Job description

Are you organized, people-focused, and great at making things happen? Join us as an Office Admin Coordinator, where you’ll be the welcoming face of the office while supporting daily operations, coordinating events, and assisting with marketing initiatives. If you’re proactive, creative, and enjoy making the workplace run smoothly, we’d love to hear from you!

About Us:

Identity Architects is a dynamic architectural firm dedicated to creating innovative and sustainable designs that inspire and enrich communities. We believe in fostering a collaborative and supportive work environment where all team members’ contributions are valued and respected.

Position Overview:

The Office Admin Coordinator is responsible for supporting the smooth and professional day-to-day operation of the office. This position serves as the primary point of contact at the front desk while providing administrative support, coordinating office events and activities, and assisting with select marketing initiatives. The ideal candidate is organized, personable, proactive, and able to manage multiple priorities while maintaining a welcoming and professional office environment.

Qualifications:

• 2+ years of experience in office administration, reception, coordination, event planning, marketing support, or a related role.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Professional, friendly, and service-oriented personality.
• Strong attention to detail and follow-through.
• Proficiency in Microsoft Office, Google Workspace, or similar productivity tools.
• Experience with event planning or marketing support is a plus.
• Ability to work independently while collaborating effectively with different teams.

Key Responsibilities:

• Front Desk & Reception
  • Serve as the primary point of contact for visitors, clients, and guests.
  • Welcome and direct visitors in a professional and friendly manner.
  • Answer, screen, and route incoming calls and correspondence.
  • Manage the reception area and ensure it remains organized and presentable.
  • Coordinate visitor access, meeting rooms, and general office inquiries.
  • Receive and distribute mail, packages, and deliveries.
• Office Administration
  • Provide day-to-day administrative support to management and staff.
  • Maintain office supplies, pantry supplies, and general office needs.
  • Coordinate office maintenance, repairs, and service requests as needed.
  • Assist with filing, document organization, data entry, and other administrative tasks.
  • Maintain calendars, schedules, and meeting arrangements when needed.
  • Assist with preparing reports, forms, presentations, and other office documents.
  • Coordinate with vendors and service providers as needed.
  • Support internal office communications and announcements.
• Events & Office Activities
  • Assist in planning, coordinating, and executing company events, meetings celebrations, employee
    activities.
  • Coordinate event logistics, including venues, catering, supplies, invitations, and setup.
  • Maintain an events calendar and coordinate timelines with relevant teams.
  • Assist with office celebrations and employee engagement activities.
  • Coordinate with vendors and external partners for events and special activities.
• Marketing Support
  • Provide administrative and logistical support to the Marketing team.
  • Assist with preparing marketing materials, presentations, and event-related materials.
  • Support company events, client events, and promotional activities.
  • Assist with maintaining marketing supplies and materials.
  • Provide coordination support for social media, communications, or other marketing initiatives as assigned.
• General Support
  • Maintain confidentiality of company and employee information.
  • Provide backup administrative support to other departments when needed.
  • Take on special projects and other duties as assigned.
  • Represent the company professionally when interacting with clients, visitors, vendors, and external partners.
  • Welcome and direct visitors in a professional and friendly manner.
  • Answer, screen, and route incoming calls and correspondence.
  • Manage the reception area and ensure it remains organized and presentable.
  • Coordinate visitor access, meeting rooms, and general office inquiries.
  • Receive and distribute mail, packages, and deliveries.
• 401k Retirement Plan
• Paid Time Off (progressive)
• Birthday Holiday (on top of other approved company holidays)
• Medical, Dental and Vision Health Insurance
• Weekly and Monthly companywide engagement activities
• Opportunities for professional development

Company Culture

The Identity Architects’ team is a diverse group of professionals with a wide range of credentials and includes a database of experts we work with daily. Our people understand that no one person has all the answers to the complex environment. At Identity Architects we have a “no doors” policy. We have no doors in our studio and all employees are encouraged to constructively engage in any conversation regardless of invitation, status, or expertise. Concise communications and our open culture designed to share knowledge are key to our ability to create, innovate and bridge gaps between the “Big Picture” and the “Details.”

In 2003 David and Keenon solidified their successful partnership; today they proudly represent Identity Architects Inc, a firm dedicated to positive client experiences through a disciplined and engaging process with high quality results.

core values

CREATE

We are creative designers, thinkers, and problem solvers. We create value, produce exciting designs, deliver unique solutions.

CARE

We care about the details and individuals. As professionals, we take pride and care about what and how we deliver successful collaborations.

COMMUNICATE

Clear, responsive, and honest communication. Effective communication builds relationships, efficiency, and satisfaction.