Receptionist and Administrative Project Coordinator

Addison Group; Houston (TX); On-site; USD 34,000 - 36,000; Full time

Benefits offered by this job

Medical, dental, vision, and 401(k)

Job summary

Addison Group in Houston, TX is seeking a Receptionist and Administrative Project Coordinator to create a professional first impression and provide essential office support. The role demands strong customer service, organization, and the ability to juggle multiple priorities in a fast-paced environment.

The position includes handling visitors and calls, coordinating projects and orders, tracking deliveries, assisting with accounting tasks, and ensuring clean, professional reception and work

Qualifications

• Minimum of 3 years of receptionist/administrative/office coordination experience.
• Experience with purchase orders, invoices, and credit card statements.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong verbal and written communication with internal departments, vendors, and customers.
• Highly organized with ability to manage multiple projects and deadlines.
• Professional appearance and demeanor.

Responsibilities

• Serve as the first point of contact for visitors, clients, vendors, and employees.
• Answer and direct incoming phone calls promptly and professionally.
• Coordinate and track office-related projects and administrative activities from initiation through completion.
• Monitor PO status and communicate updates to Accounting and Warehouse teams.
• Maintain accurate tracking of open orders and deliveries.
• Serve as a key communication point between vendors, Accounting, Warehouse, and internal departments.
• Track deadlines and elevate delays appropriately.
• Maintain the office kitchen and stock supplies.
• Order and maintain office and kitchen supplies.
• Perform filing, scanning, data entry, and other admin tasks.
• Assist with accounting-related admin tasks including PO data entry, invoices, and reconciling credit card statements.
• Maintain organized filing systems (electronic and paper).
• Provide support to various departments and assist with special projects.
• Ensure reception and common areas remain clean and professional.
• Handle multiple priorities with accuracy and deadlines.

Skills

Customer service

Interpersonal skills

Organizational skills

Communication

Microsoft Office

Tools

Microsoft Office Suite

Job description

Job Title: Receptionist and Administrative Project Coordinator

Location: Houston, TX

Type: Contract-hire

Pay: $25-$26/hr DOE

Benefits:

• This position is eligible for medical, dental, vision, and 401(k).

Position Summary:

The Receptionist and Administrative Project Coordinator responsible for creating a professional first impression for visitors while providing administrative support to ensure the smooth day-to-day operation of the office. This role requires excellent customer service, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

• Serve as the first point of contact for visitors, clients, vendors, and employees, providing professional and welcoming experience.
• Answer and direct incoming phone calls promptly and professionally.
• Manage incoming and outgoing mail, packages, and deliveries, ensuring items are received and routed appropriately.
• Coordinate and track office-related projects, orders, deliveries, and administrative activities from initiation through completion, ensuring deadlines and commitments are met.
• Monitor the status of purchase orders, shipments, deliveries, and other time-sensitive items and proactively communicate updates, delays, or issues to the Accounting and Warehouse teams.
• Maintain accurate tracking of open orders and deliveries, following up with vendors as needed to ensure timely completion and resolution of issues.
• Serve as a key communication point between vendors, Accounting, Warehouse, and internal departments to ensure everyone has current information regarding order and delivery status.
• Track project and administrative deadlines, follow up on outstanding items, and ensure tasks are completed within established timelines.
• Identify potential delays or issues and elevate them appropriately while maintaining clear and timely communication with impacted departments.
• Maintain the office kitchen, including stocking supplies and coordinating cleanliness.
• Order, organize, and maintain office and kitchen supplies, ensuring adequate inventory levels and timely replenishment.
• Perform filing, scanning, copying, data entry, and other general administrative support functions.
• Assist with accounting-related administrative functions, including entering and maintaining purchase order information, processing invoices, and reconciling/organizing credit card statements.
• Maintain accurate records related to purchase orders, invoices, deliveries, and other financial or operational documentation.
• Maintain organized electronic and paper filing systems.
• Provide administrative support to various departments and assist with special projects as needed.
• Ensure reception and common areas remain clean, organized, and professional.
• Handle multiple priorities simultaneously while maintaining accuracy, organization, and attention to deadlines.

Qualifications:

• Minimum of 3 years of receptionist, administrative, office coordination, or front desk experience in a professional office environment.
• Experience managing tasks, projects, orders, or processes that require tracking deadlines, follow-up, and coordination through completion.
• Experience working with purchase orders (POs), invoices, and credit card statements is required.
• Experience with vendor communication, order tracking, delivery coordination, or similar administrative processes preferred.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong verbal and written communication skills with the ability to communicate effectively with internal departments, vendors, and customers.
• Excellent customer service and interpersonal skills.
• Highly organized with strong follow-through and the ability to manage multiple projects, deadlines, and competing priorities.
• Exceptional attention to detail and accuracy.
• Ability to proactively identify outstanding items, follow up with appropriate parties, and keep stakeholders informed.
• Ability to work independently, take ownership of responsibilities, and see tasks through to completion.
• Professional appearance and demeanor.
• Experience with data entry and general administrative support functions preferred.
• Strong sense of urgency and accountability with the ability to work in a fast-paced, deadline-driven environment.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.