Office Administrator

Contract to Hire opportunity

• Invoicing experience – tracking PO’s, submitting invoices for project vendors, etc.
• Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through.
• 3+ years of experience in an office administrator/office manager/etc. role (Supporting an office, not an individual) – must be a corporate setting (at least 30 people)
• Experience with facilities management ( i.e. ordering office supplies, inventory, facilities management coordination, maintaining common spaces, etc.)
• Support for Office events - holiday parties, catering large meetings, executive visits, etc.
• Polished and professional
• Warm/Welcoming personality
• Tech savvy :
• Strong MS Office Skills – Word (i.e. using template formatting function), Excel (i.e. creating a spreadsheet from scratch)
• Multi-line phone system experience
• MS Teams/Zoom/Slack or similar video conferencing or communication tools

Insight Global is seeking an Office Administrator that will support a large corporate office in Dallas (75219) as the primary administrative point of contact. This person should have experience supporting a similarly large, corporate environment and should intend on administration being their career, as this is a long-term opportunity and this line of business offers room for growth.

As a Workplace Office Administrator, you hold a central position in guaranteeing the smooth operation of our offices, encompassing both on-site and remote support. This versatile role entails delivering extensive administrative support to personnel at every level, thereby enhancing the overall efficiency and professionalism of our work environment.

• Supplies and inventory management, for example ordering supplies and snacks and organizing them in the office appropriately
• Facilities support, for example calling a plumber or repairman as needed
• Support for AP processes (AP processing not included, but you will prepare the data collection/entry, review and send for processing, tracking for payment/issues, handling all indirect expenses and invoice submittals to accounting team)
• Preparing the office, catering, conference rooms etc. for visits from Executives
• Any other ad hoc administrative support duties that arise
• Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site.
• Administrators are assigned to specific geographic areas – some may be remotely located. Remote locations are considered 2+ hours from another office location. May be responsible for support of remote office locations as assigned. This may include business travel.
• Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and security access cards.
• Responsible for visitor management such as answering incoming calls and welcomes office guests and ensures front office sign-in sheets, including International Travel forms, and Office Safety Guidelines are up to date.
• Coordination of shipping/deliveries such as incoming and outgoing U.S. and overnight mail, distributes incoming mail/packages i.e., Fed Ex/UPS/Amazon/Staples.
• Coordination of Managed Print Service program such as printer liaison, maintenance, paper/print supplies, instructions for print drives, and assists in coordinating with ARC for large plotter printing requests.
• Assists with procurement of approved office materials and supplies as required.
• Provides assistance for new hire onboarding, completion of I-9’s, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company.
• Coordinates safety and compliance programs for office, including maintenance of office standards – visitor guide, bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits, including PPE.
• Assists with project support, i.e., technical/project assistance, document control (electronic and hard copy), records…