Office Administrative Assistant

Lightbeam Health Solutions; Irving (TX); On-site; USD 40,000 - 52,000; Full time

Job summary

Lightbeam Health Solutions in Irving, TX is seeking an Office Administrative Assistant to welcome visitors, support daily corporate office operations, and assist with administrative duties. You will manage front-desk tasks, coordinate meeting rooms, and support cross-functional teams while maintaining discretion with confidential information.

The role requires strong customer service, excellent communication, and proficient MS Office skills.

Qualifications

• Minimum 2+ years in administrative/office coordination or similar roles.

Responsibilities

• Greet visitors and vendors professionally and coordinate arrivals.
• Handle reception tasks including calls, routing, and information provision.
• Maintain clean and organized reception, lobby, and meeting spaces.
• Coordinate office supply inventory and liaise with facilities teams.
• Assist with travel arrangements and itineraries for guests.
• Support with document prep, data entry, and basic reporting.

Skills

MS Office Suite

Customer Service

Verbal Communication

Written Communication

Organizational Skills

Confidentiality

Problem Solving

Independent Work

Education

High School Diploma

Associate or Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

JOB SUMMARY:

The Office Administrative Assistant serves as the first point of contact for visitors, employees, and vendors while supporting the daily operations of the corporate office. This role creates a welcoming and professional environment, coordinates administrative and office management activities, and helps ensure a positive employee and guest experience.

JOB RESPONSIBILITIES:

Guest & Reception Services

• Welcome visitors, customers, and vendors with a professional and positive attitude.
• Notify employees of visitor arrivals and ensure guests are appropriately accommodated.
• Escort guests to meeting rooms as needed.
• Answer and route incoming calls while delivering exceptional customer service.
• Provide general support and information to visitors.

Office Operations & Facilities

• Maintain a clean, organized, and professional reception, lobby, kitchen, and meeting room environment.
• Coordinate office supply inventory and replenishment, ensuring essential items remain stocked.
• Serve as the primary liaison with building management and facility vendors.
• Coordinate mail distribution, shipping, and receiving activities.
• Assist with office equipment administration and basic troubleshooting.

Meeting & Event Support

• Coordinate meeting room readiness, including setup and hospitality needs.
• Order, receive, and manage catering for meetings and company events.
• Support employee engagement activities, company events, and special projects.
  

Administrative Support

• Perform administrative duties such as document preparation, copying, scanning, reporting, and data entry.
• Coordinate travel arrangements and itineraries for guests and visitors.
• Support cross-functional teams with projects and administrative initiatives.
• Maintain confidential information with discretion and professionalism.
• Perform additional duties and special projects as assigned.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to occasionally lift and move packages or office supplies up to 25 pounds.
• Ability to travel throughout the office to support employees and visitors.

QUALIFYING JOB KNOWLEDGE, SKILLS, & ABILITIES

• 2+ years of administrative, receptionist, office coordinator, or related experience preferred.
• Strong customer service orientation and interpersonal skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organizational skills with the ability to prioritize competing demands.
• Demonstrated ability to handle confidential information with discretion.
• Detail-oriented with strong problem-solving abilities.
• Ability to work independently while supporting a collaborative team environment.

EDUCATION:

• High school degree required
• Associate or bachelor's degree in related field or equivalent experience preferred