Office Manager & Executive Assistant

Job Description The Office Manager is responsible for ensuring the smooth and professional day-to-day operation of the Houston office while providing administrative and operational support across departments. The role serves as the first point of contact for visitors, customers, and incoming communications, coordinates travel, office services, and internal communications, and supports collaboration between internal teams. Key Responsibilities Manage and screen incoming calls professionally before transferring calls. Take accurate messages and ensure timely forwarding to relevant employees. Maintain the telephone management system, including fault logging and issue resolution coordination. Serve as the face of the company by maintaining a professional, presentable, and friendly demeanor at all times. Welcome visitors and customers in a courteous manner and ensure refreshments are offered when appropriate. Ensure the reception and front office areas are consistently neat, organized, and professional. Keep stock of IT equipment and distribute when necessary. Handle onboarding for new hires by setting up office space and distributing office and parking passes. Serve as the main point of contact for the building manager regarding office closures, power outages, and other building-related updates. Provide support to the Executive Team. Administrative Support Send, receive, sort, and distribute mail and courier packages. Assist employees with administrative tasks including copying, scanning, binding, laminating, and document preparation. Handle confidential and sensitive information with professionalism and discretion. Support management and teams with ad hoc administrative duties as required. Travel Coordination Administer and maintain full control of all business travel arrangements, including flights, accommodation, transfers, transportation, car rentals, invitation letters, and travel documentation. Ensure travel arrangements are cost-effective, accurate, and aligned with company policies. Office Operations & Facilities Purchase and maintain office stock including kitchen supplies, stationery, and toiletries. Coordinate office events, meetings, celebrations, and internal functions. Ensure office facilities are maintained and operational issues are addressed promptly. Communication & Coordination Send regular staff communications and updates, including movement notifications and contact list updates. Coordinate communication of customer-related issues to the sales team to ensure seamless information flow. Work closely with internal cross-functional teams – Sales, Marketing, Engineering, Warehouse, and other departments – to ensure timely responsiveness to customer requests. Coordinate quarterly and annual corporate events as needed. Qualifications Diploma or degree in Business Administration, Office Management, or a related field preferred. Minimum 3–5 years of experience in office administration, reception, or office management. Experience coordinating travel arrangements and supporting multiple departments preferred. Experience in a fast‑paced commercial, distribution, or operational environment is advantageous. Excellent verbal and written communication skills. Strong organizational and multitasking abilities. Ability to handle confidential information with discretion. Strong attention to detail and problem‑solving skills. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Ability to prioritize tasks and work independently. Team‑oriented with strong interpersonal skills. Professional appearance and positive attitude. #J-18808-Ljbffr