Office Manager / Receptionist

Idera, Inc.; Austin (TX); On-site; USD 27,000 - 37,000; Part time

Job summary

Idera, Inc. is seeking a Part-time Office Manager in Austin for a 30-hour-per-week schedule. The role acts as an extension of the office, greeting guests, coordinating interviews, and managing daily office operations including supplies and events.

Ideal candidates have a high school diploma and 2–5 years in office coordination, strong MS Office skills, and a proven ability to multitask while maintaining confidentiality and professionalism.

Qualifications

• High School Diploma and 2-5 years in diverse office/coordination role.
• Proficiency in MS Office (Word, Excel, PowerPoint, Visio, etc.).
• Excellent customer service, organization, and attention to detail.
• Ability to multitask and meet deadlines.
• Ability to work with management and employees.
• Discretion with confidential information.
• Self-starter with a great attitude.

Responsibilities

• Manage reception, open the office and answer phones and email.
• Greet guests, assist vendors/interviewees and coordinate interviews.
• Coordinate office operations, supplies, and meals for meetings.
• Plan events: birthdays, lunches, meetings, and board functions.
• Resolve questions and coordinate actions; escalate complex issues.
• Maintain calendars, conference rooms, and visitor wifi passwords.
• Update org charts and phone lists; onboarding/offboarding tasks.
• Handle shipping, mail, and support HR/Accounting projects.
• Prepare documents for contracts, orders, and signatures.
• Support CEO and CFO as needed.

Skills

MS Office

Customer service

Organization

Multitasking

Confidential info handling

Project coordination

Self-starter

Professionalism

Communication

Education

High School Diploma

Job description

Responsibilities

We are seeking a unique individual who will take on the role of Part-time Office Manager at Idera. This person must be a self-starter and be able to act appropriately and professionally, as they will be an extension of the office. Here are a few of the responsibilities we will expect from this individual:

• Managing of reception, opening up of the office, answering phones, checking office email.
• Greeting guests, assisting vendors and interviewees, and facilitating interviews and meetings / video conference calls.
• Coordinating office operations including office supply inventory, office refreshments, Company Kitchen operations and ordering in lunch for meetings as requested.
• Coordinating office events including birthdays, lunches, company meetings, parties and board meetings.
• Resolving any questions or problems that arise in the office, independently taking or coordinating the appropriate action, referring only the most complex issues to higher levels.
• Managing the Idera office calendars, conference rooms, visitor wifi passwords, materials and other facility related duties as assigned.
• Maintaining company organizational charts and phone lists, among others.
• Executing onboarding and offboarding activities including badge access, desk preparation and business cards.
• Responsibility for shipping activities as well as mail retrieval and disbursement.
• Assist Human Resources and Accounting with projects as requested as part of daily workflow.
• Organizing and supporting project and presentation preparation to ensure their accurate completion and timely delivery.
• Coordinating and making travel arrangements and itineraries.
• Coordinating document management and signatures for any of the following: Sales orders, contracts, credit card statements and other important agreements.
• Acting as Fire Marshall along with 2 other designated employees and maintain emergency contact lists.
• Acting notary for the office.
• Supporting CEO and CFO as needed.

Required Skills

• High School Diploma and minimum of 2-5 years in diverse office assistant / coordination role. Lesser experience will be considered with advanced degree.
• Proficiency in MS Office products: Word, Excel, Power Point, Visio etc.
• Excellent customer service, organization skills and attention to detail.
• Ability to manage multiple demands, work independently and meet deadlines.
• Ability to work well with management and employees of the company
• Demonstrated ability to handle confidential information, and ability to maintain professionalism in diverse circumstances.
• Dependable
• Proven project coordination ability
• Self-starter with a great attitude

THIS POSITION IS PART-TIME. HOURS ARE 30 HOURS PER WEEK.

An Equal Opportunity Employer - All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

By submitting your application, you acknowledge that Idera, Inc. will process and retain your resume and related personal information solely for recruitment and hiring purposes. Resumes of unsuccessful candidates will be securely deleted within twelve (12) months of the hiring decision, unless a longer period is required by law or you provide explicit consent for continued retention (e.g., for consideration for future opportunities).

In compliance with applicable privacy laws, including the EU General Data Protection Regulation (GDPR), you have the right to request access to, correction of, or deletion of your personal information at any time by contacting [e-mail]. Idera, Inc. does not sell candidate data and will ensure that all personal information is processed securely and in accordance with relevant data protection regulations.

An Equal Opportunity Employer - All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.