Office Assistant

Envision Technology Solutions; Austin (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Envision Technology Solutions is seeking an Executive Administrative / Office Administrator in Austin, TX to oversee front desk operations, facility management, travel coordination, and procurement support. You will ensure safety, regulatory compliance, and efficient office workflows.

The role requires 5–10 years of administrative experience, an associate degree, and excellent English communication skills, with strong MS Office proficiency and the ability to multitask in a multicultural

Qualifications

• Associate degree required
• 5-10 years administrative experience preferred
• English communication skills required (written and verbal)
• Proficiency in MS Office (Word, Excel, PowerPoint)
• Experience in office administration, facility management, reception, and maintenance
• Knowledge of safety, access control, CCTV, fire safety, HSE, and emergency procedures
• Experience with procurement, vendor management, inventory, billing, finance/accounting, and purchasing processes
• Strong organizational, planning, analytical, problem-solving, and decision-making skills
• Ability to manage multiple priorities and work independently in a multicultural environment
• Proactive, flexible, adaptable, self-motivated and professional

Responsibilities

• Manage front desk/reception, visitors, client meetings, conference rooms, mail, and courier services (FedEx/UPS/DHL)
• Coordinate travel, transportation, accommodation, events, meetings, and office supplies
• Manage facility operations, housekeeping, maintenance, seating/occupancy, inventory, and material movement
• Monitor physical security systems, CCTV, access control, and security compliance
• Handle procurement, purchase requisitions, vendor management, invoices, and payments
• Maintain audit readiness, statutory compliance, vendor agreements, and administrative records
• Coordinate fire safety, HSE briefings/drills, safety equipment, and workplace compliance
• Prepare MIS reports, expense reports, seat occupancy reports, budgets, and utilization tracking
• Coordinate with landlords, property managers, vendors, internal teams, and senior leadership
• Ensure smooth day-to-day administration of the facility and support additional administrative requirements as needed

Skills

English communication

MS Office

Organizational skills

Analytical skills

Problem-solving

Multi-tasking

Independent work

Cultural awareness

Education

Associate degree

Tools

MS Office

Job description

Executive Administrative / Office Administrator

Job Description:

• Associate degree with 5-10 years of administrative experience, preferably in a medium-sized facility with 300+ employees.
• Excellent English communication skills - written and verbal.
• Strong proficiency in MS Office (Word, Excel, PowerPoint).
• Experience in office administration, facility management, reception, and maintenance.
• Knowledge of physical security, access control, CCTV, fire safety, HSE, and emergency procedures.
• Experience with procurement, vendor management, inventory, billing, finance/accounting, and purchase processes.
• Strong organizational, planning, analytical, problem-solving, and decision-making skills.
• Ability to manage multiple priorities and work independently in a multicultural environment.
• Proactive, flexible, adaptable, self-motivated, and professional.

Key Responsibilities:

• Manage front desk/reception, visitors, client meetings, conference rooms, mail, and courier services (FedEx/UPS/DHL).
• Coordinate travel, transportation, accommodation, events, meetings, and office supplies.
• Manage facility operations, housekeeping, maintenance, seating/occupancy, inventory, and material movement.
• Monitor physical security systems, CCTV, access control, and security compliance.
• Handle procurement, purchase requisitions, vendor management, invoices, and payments.
• Maintain audit readiness, statutory compliance, vendor agreements, and administrative records.
• Coordinate fire safety, HSE briefings/drills, safety equipment, and workplace compliance.
• Prepare MIS reports, expense reports, seat occupancy reports, budgets, and utilization tracking.
• Coordinate with landlords, property managers, vendors, internal teams, and senior leadership.
• Ensure smooth day-to-day administration of the facility and support additional administrative requirements as needed.