Administrative Assistant

Administration Specialist

This role will require onsite presence at our Irving, TX facility.

The Administration Specialist provides administrative and reception support for the site and serves as the first point of contact for employees, visitors, clients, and vendors. This role is responsible for managing the reception area and front desk, coordinating visitor registration and badge issuance, responding promptly and professionally to internal and external inquiries, and ensuring a welcoming and organized work environment. The position also supports site initiatives, scheduled events, internal meetings, sales presentations, and client visits while ensuring compliance with company policies, procedures, and documentation requirements. Success in this role requires strong organization, attention to detail, customer service, professionalism, and the ability to manage multiple priorities effectively.

EQUAL OPPORTUNITY STATEMENT QUALFON is an equal opportunity employer. QUALFON provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sex (including pregnancy, childbirth and related medical conditions), sexual orientation, gender identity, national origin, age, disability, genetic information (including testing and characteristics), marital status, ancestry, status as a covered veteran, uniformed servicemember status and any other characteristic protected under applicable federal, state or local law.

If you would like to fill out a Voluntary Self-Identification of Disability Form, please visit us at Qualfon.com/join-us.

Responsibilities

Main Objectives and Duties:

Reception and Administrative Support

• Manage the reception area and front desk operations in a professional, organized, and service-oriented manner.
• Serve as the first impression contact for all site visitors by providing a positive, welcoming, and professional experience.
• Manage visitor registration, badge issuance, and daily visitor log maintenance and control.
• Respond promptly and professionally to employee, visitor, client, and vendor inquiries, escalating issues when appropriate.
• Research, resolve, and document internal concerns to support a high level of internal client satisfaction.
• Ensure compliance with company policies, procedures, and site access requirements.
• Provide call handling and front desk communication support as needed.

Interdepartmental Support and Site Coordination

• Support site initiatives, administrative projects, and cross-functional activities as assigned.
• Assist in the implementation of scheduled events related to the Fun Committee and other mission verticals.
• Coordinate specialized needs and requests for internal meetings, sales presentations, and client visits.
• Help maintain a positive, clean, and welcoming work environment for employees and guests.
• Collaborate with internal departments to monitor and coordinate ongoing site and office support needs.
• Provide timely follow-up and communication to ensure completion of assigned tasks and requests.

Reporting and Inventory Responsibilities

• Conduct periodic inventories of office supplies, break room supplies, and badge access materials.
• Maintain accurate records, documentation, logs, and reports related to reception, visitor access, and supply monitoring.
• Track usage trends and communicate restocking needs in a timely manner.
• Support records management and maintain organized administrative files and documentation.

Qualifications

Qualifications and Skills

• Strong planning, organizing, and coordination skills with the ability to manage multiple priorities.
• Effective interpersonal skills and the ability to work collaboratively across departments.
• Strong oral and written communication skills with a professional and customer-focused approach.
• Experience with records management, documentation, and reporting.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Familiarity with internal and external policies, procedures, and general office protocols.
• Ability to use sound judgment, prior experience, and problem-solving skills to plan and accomplish goals.
• Strong call handling, customer service, and issue resolution skills.
• High attention to detail, accuracy, and follow-through.

Education:

High school diploma or equivalent required. College coursework, an associate degree, or comparable customer service and administrative work experience is preferred. Prior experience in reception, administrative support, office coordination, customer service, or a related role is strongly preferred.