Office Administrator

Ergo-Flex Technologies, LLC; Conroe (TX); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Company parties

Dental insurance

Employee discounts

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Wellness resources

Job summary

Ergo-Flex Technologies, LLC, a developer and manufacturer of equipment for chiropractic and therapeutic healthcare professionals, is hiring an Office Administrator. This full-time, non-exempt role supports the executive team, HR functions, and general administration.

Strong organizational and communication skills, plus discretion with confidential information, are essential. Responsibilities include managing calendars, coordinating travel, preparing reports, handling correspondence, onboarding

Qualifications

• Associate degree or equivalent admin experience required.
• 2+ years supporting multiple managers or executives preferred.
• Strong organizational, time-management and proofreading skills.
• Ability to handle confidential information with discretion and sound judgment.
• Proficiency with Word, Excel, PowerPoint, Outlook; familiarity with AI is a plus.

Responsibilities

• Provide executive support to CEO, President, CFO, COO, and CCO.
• Manage calendars, meetings, travel, expenses, and meeting materials.
• Draft and finalize correspondence and presentations.
• Greet visitors, handle calls, mail, and office supply management.
• Coordinate onboarding, HR records, and benefits coordination with payroll.

Skills

Executive support

Organization

Confidentiality

Calendar coordination

Travel coordination

Written communication

Verbal communication

HR administration

Attention to detail

Multitasking

Professionalism

Education

Associate’s degree in business administration or related field

Tools

Microsoft Office

ADP

Job description

Benefits

• 401(k)
• 401(k) matching
• Company parties
• Dental insurance
• Employee discounts
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance
• Wellness resources

Ergo-Flex Technologies is the developer, manufacturer, and distributor of innovative equipment for chiropractic and therapeutic healthcare professionals that provide extraordinary results for patients experiencing chronic pain.

Position Title: Office Administrator

Department: Executive Support / HR Support / Administration

Reports To: Chief Operating Officer (provides administrative support to the executive team — CEO, President, CFO, COO, CCO.

Direct Reports: None (individual contributor)

Employment Type: Full-Time, non-exempt

Success requires exceptional organization, the ability to juggle competing priorities from multiple executives, clear communication, and sound discretion with confidential information.

Key Responsibilities

Executive Team Support

• Provide shared administrative support to the executive team CEO, President, CFO, COO, CCO, and balancing and prioritizing requests.
• Manage and coordinate executives’ calendars, schedule and confirm meetings, and resolve scheduling conflicts.
• Arrange travel accommodations, and itineraries, and prepare related expense reports and reimbursements.
• Prepare agendas, compile materials, record and distribute minutes, discuss action items for executives, management, and Board meetings.
• Draft, format, proofread, and finalize correspondence, memos, reports, and presentations on behalf of the executive team.
• Handle confidential and sensitive information with a high degree of discretion and professionalism.

Office & Administrative Management

• Serve as the primary point of contact for the front office — greet and direct visitors, answer, screen, and route incoming phone calls and general inquiries.
• Manage incoming and outgoing mail, shipments, and packages received in the front office.
• Monitor and order office and kitchen supplies using the monthly PAR; maintain copy-machine and equipment supplies, and coordinate service as needed.
• Ensure the reception area, conference rooms, and common areas are clean, stocked, and presentable throughout the day.
• Maintain organized physical and digital filing systems, including labeling, digital file organization, and periodic cleanup.
• Coordinate facilities and office-service vendors (cleaning, equipment, building services) and maintain related records and contracts.
• Run company errands as needed and handle other general administrative tasks that keep daily operations running smoothly.

Human Resources Administration

• Perform day-to-day HR administrative duties under the direction of the Chief Financial Officer, who oversees the HR function.
• Coordinate new-hire onboarding logistics — paperwork, workspace and system setup, and orientation scheduling — in partnership with hiring managers and the executive team.
• Maintain accurate, confidential physical and digital personnel files and employee records in the company HR system.
• Post job openings, coordinate and schedule candidate interviews, and manage applicant correspondence.
• Support day-to-day HR processes, including PTO/leave tracking, the out-of-office calendar, and benefits enrollment coordination, in partnership with payroll (Bookkeeper) and the executive team.
• Maintain and distribute the employee handbook and HR policy documents and track acknowledgments.
• Maintain required labor-law postings and support compliance with company HR policies.
• Coordinate employee engagement and recognition programs — EOM/EOQ and milestone awards, birthdays and anniversaries, celebrations, and employee events.

Event, Meeting & Records Coordination

• Coordinate logistics for internal meetings, employee events, and company gatherings, including scheduling, setup, and refreshments.
• Support in-house seminars and conferences with administrative and hospitality logistics, in coordination with the Marketing Coordinator.li>Maintain organized company administrative records and support basic records-retention practices; route-controlled quality documents to the COO for sign-off.
• Provide backup administrative coverage across departments as needed.

Key Competencies

• Executive & administrative support
• Organization & prioritization
• Confidentiality & discretion
• Calendar & travel coordination
• Written & verbal communication
• HR administration
• Attention to detail
• Adaptability & multitasking
• Professionalism & customer service

Qualifications

Required

• Associate’s degree in business administration or a related field, or equivalent administrative experience.
• Two or more years of administrative, executive-support, or office-coordination experience, preferably supporting multiple managers or executives.
• Excellent organizational, time-management, and multitasking skills, with strong attention to detail.
• Strong written and verbal communication skills, including professional business writing and proofreading.
• Demonstrated ability to handle confidential information with discretion and sound judgment.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, AI).
• Ability to work independently, take initiative, and manage competing priorities from multiple executives.

Preferred

• Prior experience supporting senior leadership or executive team welcomed.
• Experience with HR administration, onboarding, or personnel recordkeeping.
• Familiarity with HR/payroll or ERP systems (e.g., ADP, Odoo) and CRM tools.
• Experience in manufacturing, or other regulated business environment.

Work Environment

• Office-based role during standard business hours, with occasional flexibility around company events and executive-team needs.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.