Receptionist/Office Manager

Parallax Advanced Research; Beavercreek (OH); On-site; USD 36,000 - 48,000; Full time

Job summary

Parallax Advanced Research seeks a friendly Receptionist/Office Coordinator to provide high-level administrative support at our headquarters. You will manage front desk operations, coordinate meetings, and assist with office logistics and events.

The role requires strong organizational and communication skills, 2+ years of office experience, and proficiency in Microsoft Office. Occasional overtime and lifting of light items may be involved.

Qualifications

• 2+ years of administrative or office support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Professional demeanor and customer service orientation.

Responsibilities

• Answer and direct phone calls, emails, and other correspondence in a professional and timely manner.
• Schedule and coordinate meetings, appointments, and occasional travel arrangements.
• Manage conference room calendars and bookings.
• Provide on-site event and meeting support with administrative team, including materials and catering coordination.
• Maintain and organize files, databases, and records—electronic and paper.
• Prepare reports, memos, letters, and other documents.
• Assist in preparation of regularly scheduled reports and presentations.
• Order and maintain office and kitchen supplies and inventory.
• Prepare, submit, and track purchase requests and expense reports.
• Handle sensitive information with confidentiality.
• Support project coordination, research, and tracking as needed.
• Liaise with internal staff and external partners and vendors.

Skills

Administrative experience

Microsoft Office

Communication skills

Organizational skills

Team collaboration

Education

High school diploma

Associate degree or higher preferred

Tools

Microsoft Office Suite

Job description

Parallax Advanced Research’s Mission is to deliver innovative research and provide technology, human, and business solutions via The Science of Intelligent

Teaming™ for government, industry, and academic clients with critical challenges.

Position Summary

The Receptionist/Office Coordinator provides highly professional administrative support to Parallax’s headquarters buildings by managing front desk operations, maintaining shared meeting spaces, managing office and kitchen supply levels, handling information requests, performing clerical functions, and assisting in the coordination of other daily office operations. This role is essential to maintaining efficient and organized office workflow.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Answer and direct phone calls, emails, and other correspondence in a professional and timely manner
• Schedule and coordinate meetings, appointments, and occasional travel arrangements
• Manage conference room calendars
• Provide on-site event and meeting support in conjunction with administrative team, including preparation of meeting materials, room preparation and reset, coordination of catering, and other meeting support
• Maintain and organize files, databases, and records—electronic and paper
• Prepare reports, memos, letters, and other documents
• Assist other administrative staff in the preparation of regularly scheduled reports and presentations
• Order and maintain office and kitchen supplies and inventory
• Prepare, submit, and track purchase requests and expense reports
• Handle sensitive information with a high level of confidentiality
• Support project coordination, research, and tracking as needed
• Liaise with internal staff and external partners and vendors
• Perform general clerical duties including photocopying, scanning, and mailing

Minimum Qualifications (Knowledge, Skills, and Abilities)

• High school diploma or equivalent; associate’s degree or higher preferred
• 2+ years of administrative or office support experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Professional demeanor and customer service orientation
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to work independently and as part of a team
• Detail-oriented with strong problem-solving skills

Preferred Qualifications (Knowledge, Skills, and Abilities)

• Associate’s degree or higher preferred

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Standard office environment
• Occasional overtime may be required
• May involve some standing or lifting of office supplies (up to 25 lbs.)
• Sitting & Posture – Ability to sit for long periods with good posture.
• Manual Dexterity – Use of a keyboard, mouse, and office equipment.
• Vision & Reading – Clear vision (corrected if needed) for screens and documents.
• Hearing & Communication – Ability to hear and speak clearly for calls and meetings.
• Mobility – Walking short distances, occasional reaching, bending, or lifting light objects.
• Cognitive Ability – Focus, problem-solving, and multitasking skills.

Travel requirements/percentage:

Parallax Advanced Research is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

Performance Objectives

1.Core Values Alignment

• Drive Impact: Leverage internal and external resources to multiply impact for all stakeholders.
• Act with Integrity: Uphold the highest ethical standards in business dealings and organizational behavior.
• Innovate Bold Solutions: Deliver cutting-edge solutions to complex challenges, advancing technology and thought leadership in aerospace and defense.
• Pursue Diversity & Thought: Champion a diverse and inclusive environment that drives creativity and innovation across the team.
• Collaborate Everywhere: Build and sustain effective collaborations that support Parallax’s strategic goals.
• Commit to Personal Growth: Invest in developing talent and empowering team members to reach their potential.

2.High-Performance Leadership

• Effective Communication: Ensure clear, transparent communication of vision, goals, and expectations, while incorporating feedback into decision-making.
• Accountability: Foster a culture of ownership, ensuring the team delivers high-quality, timely results aligned with business objectives.
• Adaptability & Resilience: Lead the team through change and challenges with optimism and persistence.
• Good Stewardship: Balance short-term results with long-term strategic planning and risk management.
• Empowerment & Delegation: Delegate responsibilities effectively to empower team members and focus on strategic priorities.
• Continuous Improvement: Foster innovation and process improvement across all aspects of the business.