Administrative Assistant
Location: Dallas, TX
Duration: 6 months
Primary responsibilities of the role include:
Front Desk & Office Hospitality:
- Serve as the initial point of contact for employees and visitors, maintaining a professional and welcoming reception environment. Determine the nature of visitor's business and announce as appropriate. This includes monitoring visitor access and chaperoning visitors as necessary.
- Maintain a hospitality focused presence, including:Business casual/professional attire and demeanor, Proactive awareness of daily meetings, visitors, and office activity, Identifying opportunities to enhance the visitor and employee experience
- Answering incoming telephone calls; determining the purpose for the call and forwarding calls to the appropriate department or individual.
- Answering questions about the organization and providing callers with the office location, directions, and/or other information as needed.
Office Management:
- Oversight for all ordering, maintenance, and organization of various office supplies.
- Monitoring office coffee bars and kitchen for supplies, cleanliness, etc.
- Periodically clean, maintain refrigerator/freezers, microwaves, and dishwashers.
- Monitoring office for necessary maintenance items and track for resolution (lights, carpet, furniture, etc.)
- Submit building maintenance tickets and track for resolution.
Administrative Support:
- Completing the certified mail process and other activities related to mail management (receiving/tracking and sending courier packages, daily pick-up, and distribution of mail, sending miscellaneous correspondence, etc.)
- Open, identify, scan, and email all Insurance group mail for group processing.
- Secure incoming checks daily and distribute to treasury for processing.
- Processing accounts payable invoices.
- Composing and/or typing routine correspondence.
- Perform required training programs including but not limited to compliance, mandatory regulations, policies, and enterprise level topics.
- Provides backup administrative support to the broader administrative team as needed, including assistance with expense reports, travel booking, and other ad hoc administrative tasks.
- Requesting building and floor access for new and existing employees or submitting requests for PRU ID badges and visitor access, including Wi-Fi access.
- Completing miscellaneous special projects upon request.
Meeting & Event Support:
- Process conference/meeting room reservation requests.
- Management of conference rooms to include assisting with conference room configuration for various meetings, management of conference room reservations and ensuring video conference equipment is functioning properly.
- Assist administration/management with external visitors, meetings, catering setup/cleanup, etc.
Qualifications:
- A high degree of professionalism and strong work ethic coupled with a sense of responsibility and customer focus required.
- A minimum of 3-5 years practical business/administrative experience is strongly preferred.
- Excellent interpersonal skills, dependability, and the ability to communicate with all levels in the organization required.
- Solid organizational skills required.
- Strong initiative and good judgment a must.
- Attention to detail and prioritization skills needed.
- Ability to work independently but also partner as a team player.
- Willingness to take direction from various sources required.
- Ability to operate Microsoft Office applications (Word, Excel, and PowerPoint).
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Spectraforce Technologies
Nov 03, 2026