Office Administrative Assistant

Lightbeam Health Solutions; Irving (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Lightbeam Health Solutions is seeking an Office Administrative Assistant to be the first point of contact for visitors, employees, and vendors at the corporate office in Irving, TX. You will support daily operations, coordinate office activities, and help ensure a welcoming, professional environment.

Responsibilities include reception, meeting setup, travel coordination, and general administrative tasks while handling confidential information with discretion.

Qualifications

• 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.

Responsibilities

• Greeting visitors, customers, and vendors in a professional and positive manner.
• Coordinate office supply inventory and replenishment to keep essential items stocked.
• Serve as liaison with building management and facility vendors.
• Coordinate mail, shipping, and receiving activities.
• Assist with office equipment administration and basic troubleshooting.
• Coordinate meeting room readiness and hospitality needs.
• Order, receive, and manage catering for meetings and events.
• Support cross-functional teams with projects and administrative initiatives.

Skills

Administrative experience

Customer service

Communication

MS Office

Organization

Discretion

Problem solving

Independent worker

Education

High school diploma

Associate or Bachelor’s degree preferred

Tools

Outlook

Word

Excel

PowerPoint

Teams

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