Office Assistant (CIV)

Office Assistant

The Office Assistant is the primary administrative support role for our corporate office, providing a warm and welcoming environment for all guests and staff. This role combines reception duties with extensive support to the administrative, accounting, and IT departments, while coordinating hospitality for corporate events and managing logistics for corporate travel.

Key responsibilities include :

• Serving as the first point of contact for all guests and staff, maintaining a clean and welcoming lobby.
• Managing phones, voicemails, and incoming mailincluding IRS, DOR, TX Comptroller, and other regulatory notices.
• Ordering and maintaining office supplies to ensure efficient daily operations.
• Coordinating hospitality for meetings and corporate events, preparing Huddle Packets and ensuring smooth execution.
• Overseeing logistics for corporate travel, including emergency travel, AMEX invoices, Concur reports, and travel reconciliations.
• Supporting administrative, accounting, and IT departments with daily and project-based needs, including vendor setup in RealPage and IT access for employees.
• Handling credit applications, managing check runs, and tracking AMEX receipts to ensure accurate financial reporting.
• Providing exceptional customer service to internal and external partners, managing shared inboxes (Civitas Info, WOW Stories, Travel, Vendor) and maintaining the Civitas U Calendar.
• Partnering with the Vice President of Strategic Operations to coordinate home office training every 60 days.
• Handling special tasks such as ordering flowers, gifts, and recognition items.

Requirements include :

Physical requirements include the ability to bend, squat, kneel, climb, or balance. The Office Assistant must be able to relate to and work with elderly or emotionally upset individuals and maintain adequate vision and hearing (with or without prosthetics) to fulfill essential job functions.