Administrative Assistant

Administrative Assistant at Quantum Consulting Services Administrative Assistant at Quantum Consulting Services in Dallas, Texas Posted in 4 days ago.

Type:

full-time

Job Description:

ADMINISTRATIVE ASSISTANT / RECEPTIONIST

Location:

Dallas, TX Department:

OFFICE ADMINISTRATION

Employment Type:

Full-Time |

In-Office Position Overview:

Our recruiting firm has partnered with a well?established client in Dallas, Texas to identify a talented Administrative Assistant who thrives in a fast?paced, people?focused environment. The Administrative Assistant plays a central role in ensuring smooth daily operations across both sides of the office. This position is highly visible and people-facing, responsible for creating a welcoming environment, supporting internal teams, maintaining office functionality, and assisting with administrative, operational, and property tax-related tasks. The ideal candidate is organized, proactive, detail-oriented, and comfortable juggling a wide range of responsibilities in a fast-paced environment. This role requires full-time, on-site presence and involves regular movement between office areas, interaction with employees and visitors, and hands-on support of office operations.

Key Responsibilities:

Front Desk & Office Operations Open and close the office at the start and end of each business day Greet and host visitors in a professional and welcoming manner Answer and manage incoming phone calls and voicemails in a timely manner Update and maintain contact lists, building access lists, and office maps Mail, Shipping & Supplies Create FedEx and USPS priority mail labels as needed Check and replenish FedEx and USPS mailing supplies on a monthly basis Retrieve and distribute incoming mail daily Meter outgoing mail and coordinate timely dispatch Handle incoming deliveries and route to appropriate recipients Reconcile shipping accounts as required Meeting Rooms & Events Manage meeting room calendars and coordinate room scheduling Assist with computer-to-TV connection and projection setup in meeting rooms Assist with catering needs and event setup and teardown Assist with the annual event planning and execution Assist with setup and takedown of seasonal office decorations Facilities & Equipment Order and organize office and kitchen supplies as needed Manage coffee brewers, ice machines, and water machines Perform basic troubleshooting on all Xerox machines; contact Connex for complex issues Request suite and building maintenance as needed Document Management & Project Support Assist with project closings, including: Preparing and organizing documents for signature and notarization Routing executed documents to their final destination Create and modify documents as requested by office staff Archive and retrieve archived materials; manage archiving supplies New Hire Support Coordinate new hire setup, including workspace preparation, access provisioning, and supply setup Property Tax Administration The Administrative Assistant will provide meaningful support to the property tax function, working closely with internal teams and outside consultants to ensure timely and accurate processing of all related responsibilities, including: Process, file, and maintain paper and digital property tax documents, communications, and invoices Keep property tax files organized and properly labeled for easy retrieval Gather asset, construction, and financial information from development and accounting teams; organize and submit to appropriate property tax consultants prior to applicable deadlines Support development teams in ensuring their property tax needs are addressed by the appropriate outside consultant; facilitate communication as needed for tax projections, budgeting, and underwriting Submit all fees, invoices, and financial documentation to accounting to ensure timely payments to consultants and attorneys Coordinate with relevant teams to reapply for property tax abatements and exemptions (typically agricultural exemptions) Track exemption statuses, complete applications as needed, and submit to appraisal districts in a timely manner

Qualifications:

2+ years of administrative, office coordination, or front desk experience preferred. Strong organizational skills with the ability to manage multiple priorities. Excellent verbal and written communication skills. Professional, friendly, and service-oriented demeanor. Proficiency with Microsoft Office Suite; comfort with office technology and printers. Ability to maintain confidentiality and handle sensitive information. Notary certification a plus (or willingness to obtain). Experience with property tax documentation or real estate operations is a plus but not required.