Diverse Lynx · 1 day ago
Executive Administration – Receptionist
Austin, TX
Full-time
Onsite
Senior Level
$45K/yr - $55K/yr
5+ years expDiverse Lynx is seeking an Executive Administration – Receptionist to manage day-to-day administrative tasks. The role includes reception duties, office administration, facility management, and procurement activities while ensuring compliance with organizational policies.
Information Technology & Services
Hiring Manager
Atul Dahima
Responsibilities
Perform reception and front desk duties
Welcome clients and guests, and coordinate arrangements for visits, including local travel, transportation, accommodation, and event arrangements
Receive and dispatch courier packages (FedEx, UPS, DHL, etc.)
Handle mail collection and distribution
Manage conference room reservations and ensure rooms are clean and ready for meetings
Create shipping labels and manage courier documentation
Order and manage office supplies, pantry items, copiers, and other consumables
Ensure cleanliness and maintenance of office equipment and facilities
Liaise with building management for maintenance and facility-related issues
Maintain seat occupancy and space utilization data
Arrange internal and external events as requested by leadership, ensuring compliance with organizational policies
Handle billing and other administrative tasks as assigned
Manage all aspects of facility operations, including:
Security services
Housekeeping
Material movement
Inventory management
Front office operations
Compliance management
Oversee physical security operations, ensuring optimal functioning of security and access control systems
Monitor CCTV systems and analyze security data
Manage electronic access control (assignment, revocation, reconciliation, and reporting)
Ensure compliance with information security and physical security policies
Ensure timely procurement of office and breakroom supplies
Manage vendor coordination, negotiations, purchase requisitions, and payment processing
Ensure procurement activities comply with organizational purchase policies
Maintain valid agreements with all vendors
Ensure continuous audit readiness of the location
Enforce compliance with organizational policies, statutory requirements, and building codes
Ensure adherence to Work Environment Guidelines and Health, Safety, and Environment (HSE) standards
Maintain health and safety records for internal and external audits
Conduct fire safety and health safety briefings and drills at regular intervals
Coordinate with property managers to ensure a safe and compliant working environment
Ensure full availability and functionality of safety, security, and office equipment
Ensure compliance with material movement and shipping policies
Prepare and maintain MIS reports for expenses, seat occupancy, budgeting, and provisioning
Assist in preparation of annual and quarterly budgets in consultation with administration leadership
Monitor budget utilization and invoice payment processes
Maintain and update spreadsheets and financial records
Coordinate with internal and external stakeholders to support operational requirements
Liaise regularly with senior leadership to understand and address administrative needs
Build and maintain strong working relationships with landlords and service providers
Ensure on-site presence on all working days for effective administration
Undertake any additional tasks or responsibilities as assigned by the supervisor
Qualification
Required
Associate degree required
5–10 years of experience in an administrative function within a medium-sized facility (300+ associates preferred)
Excellent English communication skills (written and verbal)
Strong computer skills, including Microsoft Office (Word, Excel, PowerPoint, etc.)
Knowledge of office management and maintenance activities
Knowledge of safety, firefighting, and fire control systems
Knowledge of physical security systems and integration with IT security policies and requirements
Knowledge of personnel management
Knowledge of purchase and procurement processes
Knowledge of finance and accounting processes
Strong interpersonal skills and ability to work as a team player in a diverse, multicultural environment
Demonstrated abilities in organization and planning
Demonstrated abilities in analytical thinking and problem-solving
Demonstrated abilities in quick and effective decision-making
Personal attributes: proactive and self-motivated
Personal attributes: flexible and adaptable
Personal attributes: professional demeanor
Personal attributes: ability to multitask
Accessible by phone for emergency requirements
Willingness to work outside regular business hours when needed
Company
Diverse Lynx
Diverse Lynx is a WBENC- and NMSDC-certified partner, helping organizations turn diversity goals into measurable impact through staffing and contingent workforce solutions.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Sujata Varma
CEO
Recent News
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