Office Manager & Executive Assistant

The Office Manager is responsible for ensuring the smooth and professional day-to-day operation of the Houston office environment while providing administrative and operational support across departments. This role serves as the first point of contact for visitors, customers, and incoming communications, while also coordinating travel, office services, and internal communications. The Office Manager plays a key role in supporting collaboration between internal teams and maintaining a highly organized, welcoming, and efficient workplace with coordinator of the Managing Director. The Office Manager is responsible for ensuring the smooth and professional day-to-day operation of the Houston office environment while providing administrative and operational support across departments. This role serves as the first point of contact for visitors, customers, and incoming communications, while also coordinating travel, office services, and internal communications. The Office Manager plays a key role in supporting collaboration between internal teams and maintaining a highly organized, welcoming, and efficient workplace with coordinator of the Managing Director.

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 and 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 including Sales Representatives, Marketing, Engineering, Warehouse, and other departments to ensure timely responsiveness to customer requests.
• Coordinate quarterly and annual corporate events, as needed.