Office Administrator in Irving, Texas at Divcon Controls

About Us:

Headquartered in Dallas, Texas, Divcon delivers fully integrated automation solutions nationwide that optimize performance, energy efficiency, and reliability across HVAC, lighting, power monitoring, and mission-critical systems. Leveraging advanced technologies - including Allen-Bradley PLCs, Ignition SCADA, and Delta DDC systems - we combine deep technical expertise with field-tested execution to deliver precise, scalable, and high-performance solutions.

About the role:

The Office Administrator supports facilities management, and administrative functions for the corporate headquarters. This role ensures an efficient, well‑maintained, and highly functional office environment that supports a 100+ employee workforce.

Acting as the primary point of contact for facilities and vendor partners, this position oversees fulfillment of all service contracts, and workplace resources. The ideal candidate is highly organized, proactive, solutions‑oriented, and able to independently manage multiple operational priorities while maintaining a high standard of service.

Key Responsibilities

Executive Administrative Support

· Manage complex and dynamic calendars across multiple time zones.

· Schedule and coordinate internal and external meetings, appointments, and events.

· Prioritize scheduling based on business needs, deadlines, and executive preferences.

· Prepare meeting materials, agendas, and take accurate meeting notes.

· Partner closely with the Executive Administration function to support leadership operations and communication flow.

Office & Facilities Management

· Oversee day‑to‑day facilities needs including maintenance, repairs, cleaning, and safety compliance.

· Act as point of contact for facilities and office‑related vendors, including submitting work requests and monitoring service level expectations.

· Maintain office layout, space planning, seating charts, and workstation readiness.

· Ensure the office remains clean, organized, stocked, and functioning at a high level—including supplies, equipment, conference rooms, and shared spaces.

HR & Employee Experience Coordination

· Partner with HR on onboarding and offboarding needs including workspace setup, badges, and building access.

· Own company merchandise stocking, distribution and inventory as needed, supporting new hires, and employee recognition events.

· Support employee experience initiatives, corporate events, and culture‑building activities.

· Assist with office‑wide communications related to facilities updates, office closures, maintenance windows, etc.

Qualifications

· Strong organizational skills with the ability to multitask and manage competing priorities in a fast‑paced environment.

· Professional demeanor and strong communication skills.

· Collaborative team player with a positive, service‑oriented attitude.

· Proficient in Microsoft Outlook, Word, and Excel.

· Ability to maintain confidentiality and handle sensitive information with discretion.

Experience

· 2 - 3 years of experience in an Executive Administrative, Administrative Assistant, office management, facilities coordination or similar role.

· Experience overseeing vendor relationships and service contracts.

· Experience in corporate office environments strongly preferred.

· Demonstrated ability to work independently with proactive problem‑solving.

Physical Requirements

· Sit and/or stand for extended periods (typically 6-8 hours per day) while performing computer-based tasks and facility support tasks.

· Use hands and fingers to operate standard office equipment, including computers, keyboards, mice, telephones, scanners and printers.

· Occasionally stand, walk, bend, stoop, or reach to access filing cabinets, retrieve documents, or attend meetings.

· Lift, carry, push, or pull light objects and materials weighing up to 20-25 pounds (e.g., boxes of files or office supplies).

· Have sufficient vision (with or without correction) to read computer screens, printed documents, and small print; and sufficient hearing to communicate effectively by phone and in person.

· Work in a typical indoor office environment with moderate noise levels from office equipment, conversations, and occasional interruptions.