Office Assistant || Austin, TX (Onsite) || Full time permanent role

About the Role

The Executive Administrative position is responsible for independently performing day-to-day tasks in alignment with TCS Management systems, serving as an Office Assistant in a medium-sized facility (> 300 associates) in Austin, TX.

Responsibilities

• Reception Management: Receive clients and guests, coordinate arrangements for client visits, manage mail and package dispatch, maintain conference room reservations, and ensure cleanliness and maintenance of equipment.
• Administrative Tasks: Handle facility management, including security, housekeeping, inventory management, and compliance. Manage physical security systems, procurement, and inventory. Ensure audit readiness and compliance with TCS policies, statutory requirements, and building codes.
• Event Management: Arrange in-house and external events as requested by location leadership, adhering to TCS policies.
• Financial Management: Monitor budget utilization, prepare annual and quarterly budgets, and manage invoice payments.
• Safety and Compliance: Conduct fire safety and health safety briefings, ensure availability of safety equipment, and comply with TCS policies and guidelines.
• Stakeholder Coordination: Liaise with property managers, landlords, and internal/external stakeholders to ensure a conducive working environment and meet TCS requirements.
• Miscellaneous: Create and update spreadsheets, maintain records, and undertake any additional tasks assigned by the Supervisor.

Requirements

• Associate degree.
• 5-10 years of experience in Administrative Functions of a medium-sized facility (> 300 associates) preferred.
• Excellent English communication skills (written and verbal).
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, etc.).
• Knowledge of:
  • Office Management & Maintenance activities
  • Safety, firefighting, and fire control systems
  • Physical security systems and IT security policies
  • Personnel management
  • Purchase/Procurement processes
  • Finance/Accounting processes
• Ability to work in a diverse, multicultural environment.
• Proactive, self-motivated, flexible, adaptive, professional, and able to multitask.
• Accessible by phone for emergent requirements and available outside regular business hours if needed.

Qualifications

• Good organizational and planning skills.
• Analytical and problem-solving skills.
• Quick decision-making capability.

Pay

$55k/Annum plus benefits.