Office Administrator in Dallas, Texas at Trillium Engineering

This position serves as a key liaison with our corporate Accounting and Human Resources teams, ensuring seamless coordination of processes and support to our Irving Texas office and employees. The role also provides administrative support to executives and serves as the first point of contact for visitors, customers, and vendors, creating a professional and welcoming experience. The ideal candidate is customer service-oriented, highly organized, and demonstrates exceptional attention to detail while managing a variety of administrative responsibilities in a fast-paced environment.

Purpose of Position: This position provides high-level administrative support and ensures a smooth, professional, and welcoming experience for employees, visitors, vendors, and leadership. This role manages scheduling and calendar coordination, oversees visitor check-in and registration processes, supports meeting and event logistics—including food ordering—and serves as the first point of contact at the front reception area. The ideal candidate is

Summary of Essential Job Functions:

• Manage executive and departmental calendars; schedule meetings, coordinate availability, and resolve conflicts.
• Arrange meeting logistics, including room reservations, technology setup, and required materials.
• Track deadlines, follow-up items, and action logs to ensure completion.
• Copy, file, and maintain electronic and physical records in an organized and compliant manner.
• Serve as the primary point of contact at the front door, greeting and assisting employees, guests, vendors, and delivery personnel.
• Manage visitor check-in and security requirements (badges, sign-in system, compliance forms).
• Coordinate visitor schedules, escorts, meeting rooms, and notifications to internal hosts.
• Maintain a clean, professional, welcoming reception area.
• Order food and beverages for meetings, trainings, and company events based on headcount, dietary needs, and budget.
• Coordinate catering setup, cleanup, and delivery schedules.
• Track receipts and spending for budgeting and reporting.
• Maintain office supplies, breakroom items, and inventory for reception and meeting spaces.
• Assist with mail, shipping/receiving, and vendor coordination as needed.
• Support basic administrative tasks such as document preparation, scanning, and routing.
• Respond promptly and professionally to in-person, phone, and email inquiries.
• Represent the organization with a friendly, polished, service-oriented demeanor.
• Uphold confidentiality and handle sensitive information with discretion.
• Other duties as assigned.

Education and Experience Qualifications

• 2 years of experience in administrative support, executive assistance, front desk coordination, or office management.
• Demonstrated organizational and time-management skills; able to handle multiple priorities.
• Proficiency in Microsoft Office Suite; experience with scheduling systems, visitor management tools, and shared calendars preferred.
• Demonstrated experience in anticipating needs, taking initiative, and solving problems independently.

Physical Demands of Position:

• Physically able to lift up to 20 pounds (materials/equipment)
• Effective use of computer, laptop, cell phone and other mobile device to exchange information.

Competencies and Skills Requirements:

• Excellent communication skills, both verbal and written.
• Excellent team skills and team-oriented.
• Excellent time management skills and meets deadlines.
• Flexible; able to multi-task in response to time-sensitive and changing situations.
• Effective listening skills.
• Objective, solution-oriented problem-solving skills.
• Handles highly sensitive and confidential information.
• Resourceful, able to network and connect people to appropriate resources.
• Technology savvy, comfortable using MS software products.
• Strong planning and organizational skills and follow through.
• Resilient, stays positive and solution-oriented.
• Perceptive, discovers underlying issues in situations and re-states them in a helpful way.
• Self-starter with a strong work ethic, able to work without direct supervision.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their typical responsibilities from time to time, as needed.