Job Description

Position Summary

We are seeking a proactive, detail-oriented, and highly organized Administrative Operations Specialist to support business operations across accounting, office management, and executive administration. This is a full-time, on-site role in Houston, Texas , that will serve as a key point of contact between departments and help drive efficiency in day-to-day operations.

Key Responsibilities

Administrative & Office Coordination

• Serve as the primary contact for office operations; maintain supplies, equipment, and vendor relationships.
• Coordinate calendars, schedule meetings, arrange conference rooms, and manage Zoom/Teams logistics.
• Assist with executive lunches, office events, and monthly office lunch coordination.
• Greet and support office visitors and external partners.

Accounting & Financial Support

• Assist with semi-monthly and monthly payroll processing.
• Prepare, review, and distribute payroll-related documents, SOPs, and reports.
• Perform basic accounting tasks such as invoice tracking, petty cash logging, bank reconciliations, and updating payment methods.
• Process transactions, track spreadsheets, and support ongoing projects (e.g., trust assets, vendor payments).

Project Coordination

• Organize logistics for internal meetings and team projects.
• Support special projects, including marketing material production, company events (e.g., Astros game coordination), and document tracking.
• Coordinate administrative legal filings and trust asset documentation.
• Oversee asset inventory and document control systems.

Communication & Support

• Draft internal and external communications, including emails, memos, and reports.
• Handle sensitive information and incoming inquiries with discretion and professionalism.
• Maintain organized digital and physical filing systems.
• Serve as liaison between internal departments, leadership, and external contacts.

Qualifications

•   Associate’s or bachelor’s degree required
• 6-8+ years of administrative or operational support experience
• Experience with payroll, HRIS, or accounting systems preferred
• Highly organized with strong attention to detail
• Able to prioritize tasks, manage multiple projects, and work independently
• Strong proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint)
• Excellent written and verbal communication skills

Compensation & Benefits

• Covered parking provided
• In-office role only
• Discretionary annual bonus
• Exceptional benefits package including medical, dental, vision, PTO, paid holidays, and 401(k)

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