Office Administrator

About Us:

Headquartered in Dallas, Texas, Divcon delivers fully integrated automation solutions nationwide that optimize performance, energy efficiency, and reliability across HVAC, lighting, power monitoring, and mission-critical systems. Leveraging advanced technologies - including Allen-Bradley PLCs, Ignition SCADA, and Delta DDC systems - we combine deep technical expertise with field-tested execution to deliver precise, scalable, and high-performance solutions.

About the role:

The Administrative Assistant role provides comprehensive support to the leadership team and serves as the primary coordinator for office and facilities operations. This role requires exceptional organizational ability, strong attention to detail and the capacity to manage a high volume of competing tasks in a fast‑paced corporate environment.

Serving as a key partner to Executive Administration and working closely with Human Resources, this position ensures the smooth operation of daily administrative functions and office logistics. The ideal candidate demonstrates professionalism, sound judgment, and the ability to operate independently while anticipating needs and delivering a high standard of service.

Key Responsibilities:

Executive Administrative Support

• Manage complex and dynamic calendars across multiple time zones.
• Schedule and coordinate internal and external meetings, appointments, and events.
• Prioritize scheduling based on business needs, deadlines, and executive preferences.
• Prepare meeting materials, agendas, and take accurate meeting notes.
• Partner closely with the Executive Administration function to support leadership operations and communication flow.

Office & Facilities Coordination

• Serve as the primary point of contact for office and facilities‑related requests.
• Coordinate office maintenance, workspace planning, vendor communication, and general upkeep of the corporate office.
• Oversee office supply management including generating purchase orders, maintaining inventory, and expediting orders as needed.
• Independently identify and address facilities issues; manage multiple facilities tasks with accuracy and efficiency.

Human Resources Support

• Collaborate with HR on administrative tasks including onboarding/offboarding coordination, access and badge management, and workspace assignments.
• Support employee experience initiatives and general office operations.

Administrative Operations

• Track contract timelines, renewal dates, and deliverables.
• Maintain organized documentation, logs, and administrative records.
• Provide exceptional customer service to employees, vendors, and visitors.
• Manage competing priorities with strong attention to detail and follow‑through.

Qualifications:

• Strong organizational skills with the ability to multitask and manage competing priorities in a fast‑paced environment.
• Professional demeanor and strong communication skills.
• Collaborative team player with a positive, service‑oriented attitude.
• Proficient in Microsoft Outlook, Word, and Excel.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• 4+ years of experience in an Executive Administrative, Administrative Assistant, or similar role.
• Experience in facilities coordination, office operations, or supply management preferred.
• Demonstrated ability to work independently with sound judgment and proactive problem‑solving.

Physical Requirements:

• Sit and/or stand for extended periods (typically 6-8 hours per day) while performing computer-based tasks and facility support tasks.
• Use hands and fingers to operate standard office equipment, including computers, keyboards, mice, telephones, scanners and printers.
• Occasionally stand, walk, bend, stoop, or reach to access filing cabinets, retrieve documents, or attend meetings.
• Lift, carry, push, or pull light objects and materials weighing up to 20-25 pounds (e.g., boxes of files or office supplies).
• Have sufficient vision (with or without correction) to read computer screens, printed documents, and small print; and sufficient hearing to communicate effectively by phone and in person.
• Work in a typical indoor office environment with moderate noise levels from office equipment, conversations, and occasional interruptions.