SmartLight Analytics
Office Administrator
HR/ Admin - PLANO, TX - Full Time
NOTE: In-office Tuesday and Thursday of each week.
1. Position Summary
The General Office Administrator provides essential support for daily office operations, acting as a key resource for scheduling, communication, and routine administrative tasks across various departments. This role assists staff by coordinating calendars, helping organize meetings, and handling general office duties to keep workflows running smoothly. The Administrator contributes to maintaining an organized and efficient workplace, ensuring administrative needs are met so that all team members can focus on their primary responsibilities.
2. Key Responsibilities
A. Interdepartmental Scheduling & Calendar Coordination
1. Position Summary
The General Office Administrator provides essential support for daily office operations, acting as a key resource for scheduling, communication, and routine administrative tasks across various departments. This role assists staff by coordinating calendars, helping organize meetings, and handling general office duties to keep workflows running smoothly. The Administrator contributes to maintaining an organized and efficient workplace, ensuring administrative needs are met so that all team members can focus on their primary responsibilities.
2. Key Responsibilities
A. Interdepartmental Scheduling & Calendar Coordination
- Assist with synchronizing calendars for multiple departments.
- Confirm availability and track attendance lists.
- Distribute meeting notes and follow‑up summaries.
- Communicate schedule adjustments, project updates, and priority items promptly.
- Serve as a liaison across departments to support transparency and alignment.
- Maintain confidentiality while handling sensitive information.
- Monitor inventory levels of office and kitchen supplies.
- Place orders and manage vendor relationships.
- Maintain shared spaces in the office.
- Organize materials, agendas, presentations, and room setup.
- Coordinate AV needs, catering, and attendance.
- Manage post‑event follow‑ups.
- Book flights, hotels, transportation, and itineraries for staff and leaders.
- Ensure compliance with travel policies and maintain documentation.
- Greet visitors and manage visitor logs.
- Maintain adherence to security protocols.
- Coordinate onsite meeting rooms and visitor amenities.
- Maintain organized digital and physical filing systems.
- Draft, edit, and format internal documents, SOPs, and reports.
- Provide support for basic troubleshooting of office equipment.
- Coordinate repair and maintenance activities for printers, conference systems, and office hardware.
- Serve as point of contact for cleaning, IT, maintenance, and building management teams.
- Oversee office repairs, services, and deliveries.
- Assist leaders with scheduling, task tracking, and administrative follow‑through.
- Provide support for ad hoc projects across multiple teams.
- Submit expense reports and track reimbursements.
- Process vendor invoices and maintain purchasing records.
- Prepare welcome materials, hardware, and workspace setup.
- Coordinate orientation schedules and introductory meetings.
- Ensure new hires are properly equipped on day one.
- Exceptional time management and multitasking skills
- Strong written and verbal communication
- High level of professionalism, discretion, and adaptability
- Proficiency in Microsoft Outlook, Teams, and task/project management tools
- Strong systems‑thinking and proactive problem‑solving abilities
