Office Manager / Receptionist

Embarcadero Technologies; Austin (TX); On-site; USD 30,000 - 42,000; Part time

Job summary

Embarcadero Technologies is seeking a Part-time Office Manager to act as a trusted extension of the office. You will manage reception, scheduling, travel, and event coordination, while supporting HR and Accounting on daily tasks.

The role requires a self-starter with strong organizational skills, the ability to handle confidential information, and experience coordinating multiple projects in a fast-paced environment.

Qualifications

• High School Diploma required; 2–5 years in diverse office/coordination role.
• Proficiency in MS Office: Word, Excel, PowerPoint, Visio.
• Strong customer service, organization, and attention to detail."
• Ability to manage multiple demands, work independently and meet deadlines.

Responsibilities

• Manage reception, office opening, phone and email handling.
• Greet guests, assist vendors and interviewees, and facilitate meetings/video calls.
• Coordinate office operations, supplies, kitchen and lunch orders for meetings.
• Coordinate events such as birthdays, lunches, meetings, and board meetings.
• Maintain calendars, conference rooms, visitor wifi passwords, and office materials.
• Manage onboarding/offboarding, badge access, desk prep and business cards.
• Oversee shipping, mail, and related logistics; support HR and Accounting projects.
• Assist with travel arrangements and document management (sales orders, contracts, etc.).
• Support CEO and CFO as needed.

Skills

Customer Service

Organization

Multitasking

Attention to Detail

Self-starter

Project coordination

Education

High School Diploma

Tools

MS Office Suite (Word, Excel, PowerPoint, Visio)

Job description

We are seeking a unique individual who will take on the role of Part-time Office Managerat 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.

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.