Operations Administrator

100Hires, Inc.; Houston (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

100Hires, Inc. in Houston is seeking an Administrative Operations Specialist to support a wide range of office functions and ensure smooth day-to-day operations.

The ideal candidate will be highly organized, discreet with confidential information, and proficient with QuickBooks and Microsoft Office, able to manage calendars, communications, and basic bookkeeping while supporting multiple departments.

Qualifications

• 3+ years of clerical or administrative support experience.
• Experience with data entry, filing, proofreading.
• Experience with QuickBooks or similar accounting software.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage front desk and greet visitors; direct calls on a multi-line system.
• Handle emails and phone communications with professionalism.
• Maintain records through data entry, filing, and proofreading to ensure data integrity.
• Oversee calendar management for executives and team members; coordinate meetings.
• Assist with bookkeeping tasks including invoicing and expense tracking in QuickBooks.
• Support office management activities: supplies, facilities, and organization.
• Assist with client communication and customer support; resolve inquiries.
• Coordinate travel arrangements and other personal assistant duties as needed.
• Identify opportunities to streamline administrative workflows and improve efficiency.

Skills

Organizational skills

Time management

Excellent communication

Multitasking

Phone etiquette

Bilingual

Tools

QuickBooks

Microsoft Office

Job description

Job description:We are seeking a highly organized and proactive Administrative Operations Specialist to join our dynamic team. In this vital role, you will oversee a broad range of administrative functions that support daily office operations, enhance efficiency, and ensure seamless communication across departments. The ideal candidate will possess strong office management skills, exceptional attention to detail, and the ability to handle confidential information with professionalism. This position offers an excellent opportunity for individuals with diverse administrative experience to contribute meaningfully to our organizational success.DutiesManage front desk responsibilities, including greeting visitors and directing phone calls using multi-line phone systemsHandle incoming and outgoing correspondence, emails, and phone communication with professionalism and courtesyMaintain accurate records through data entry, filing, and proofreading of documents to ensure data integrityOversee calendar management and scheduling for executives and team members, coordinating meetings and appointments efficientlyPerform bookkeeping tasks utilizing QuickBooks or similar accounting software, including invoicing, expense tracking, and basic financial record keepingSupport office management activities such as supply ordering, facilities coordination, and maintaining office organizationAssist with client communication and customer support by providing timely responses and resolving inquiries professionallyHandle confidential information with discretion while ensuring compliance with company policiesSupport personal assistant duties as needed, including travel arrangements and document preparationContribute to process improvements by identifying opportunities for increased efficiency in administrative workflowsSkillsProficiency in QuickBooks, Microsoft Office Suite (Word, Excel, Outlook), and general computer literacyStrong organizational skills with the ability to prioritize tasks effectively and manage time efficientlyExcellent phone etiquette and communication skills for professional client interactionBilingual abilities are a plus to serve diverse client needs effectivelyDemonstrated clerical experience with data entry, filing, proofreading, and administrative support functionsExperience in office management or personal assistant roles preferredAbility to handle multiple responsibilities simultaneously while maintaining accuracy and attention to detailKnowledge of multi-line phone systems and customer service best practicesCapacity to manage confidential information discreetly in accordance with privacy standardsStrong organizational skills complemented by effective time management strategiesWork Location: In personWork Location: In person