administrative assistant

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administrative assistant/receptionist Jobs in Houston

administrative assistant/receptionist

office manager

Established Virtual Mailbox Provider

Overview We are seeking a dynamic and highly organized Office Manager/Bookkeeper to join our team! This vital role combines administrative leadership with financial oversight, ensuring the smooth operation of our office environment while managing essential bookkeeping tasks. The ideal candidate will be energetic, detail-oriented, and possess excellent communication skills, ready to support daily office functions and maintain accurate financial records. Recent graduates with an accounting/ finance major are encouraged to apply. Skills in using AI as a force mulitlier will be a plus.Duties<ul><li>Oversee daily office operations, including front desk management, greeting visitors, and maintaining a professional reception area</li><li>Manage multi-line phone systems, answer inquiries, direct calls efficiently, and provide exceptional customer service</li><li>Handle data entry, filing, and document proofreading to ensure accuracy and organization across all administrative files</li><li>Maintain financial records using QuickBooks ; process invoices, payments, and expense reports with precision</li><li>Support calendar management and scheduling for staff appointments, meetings, and deadlines using Google Workspace or Microsoft Office tools</li><li>Assist with clerical tasks such as typing correspondence, preparing reports, and managing office supplies inventory</li><li>Provide customer support via phone or email; address inquiries promptly and professionally to uphold excellent customer relations</li></ul>Skills<ul><li>Proficiency in QuickBooks for bookkeeping and financial management</li><li>Strong computer literacy with expertise in Microsoft Office (Word, Excel, Outlook) and Google Workspace applications</li><li>Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment</li><li>Bilingual abilities are a plus to serve diverse clients and team members better</li><li>Experience in office management, clerical work, or administrative roles with a focus on accuracy and efficiency</li><li>Knowledge of front desk procedures, phone etiquette, and multi-line phone systems to create a welcoming atmosphere</li><li>Demonstrated ability in data entry, filing systems, proofreading documents, and managing calendars seamlessly</li><li>Personal assistant or medical/dental receptionist experience is advantageous for supporting various administrative needs</li><li>Strong time management skills to handle multiple responsibilities while maintaining attention to detail</li></ul>Join us in creating an organized, welcoming office environment where your skills will help us thrive! This is a paid position committed to fostering professional growth while delivering exceptional support across all facets of office management and bookkeeping.Pay: $45,000.00 - $55,000.00 per yearBenefits:<ul><li>Paid time off</li></ul>Work Location: In person

Office Manager/Bookkeeper

Aggregate Haulers

Are you an administrative anchor, or are you the engine that keeps the business moving?At Aggregate Haulers, we don&rsquo;t micromanage, and we don&rsquo;t hold hands. We operate in a culture of high responsibility and high autonomy. We manage systems, not people.We are looking for an Office Manager / Billing Coordinator to own the administrative and financial hub of our Houston operations. This isn't a passive &quot;clock-in, clock-out&quot; desk job. We need a system-builder and a truth-seeker who is obsessed with precision, hates messy data, and takes pride in running an airtight office.If you need constant direction, make excuses for billing discrepancies, or get overwhelmed by fast-paced logistical environments, please do not apply.But if you have earned-confidence, an analytical mind, a passion for flawless execution, and deep NetSuite expertise, you will thrive here.Who You Are (Our Ideal Candidate):<ul><li>A NetSuite Wizard: You don&rsquo;t just know how to log into NetSuite; you understand how it works. You have hands-on experience navigating, billing, and troubleshooting within the NetSuite ecosystem.</li><li>Obsessed with the Details: To you, a 1% error is a major problem. You have an eagle eye for billing discrepancies, missing paperwork, and data entry errors. You get satisfaction from clean books and perfect processes.</li><li>A System Maintainer: You don't just follow a checklist; you protect the integrity of our administrative systems. You ensure drivers, customers, and operations are aligned so billing is seamless.</li><li>Logical &amp; Direct: You solve problems with logic and data&mdash;not emotion or excuses. When a billing issue arises, you don't just pass the buck; you dig in, find the root cause, and fix it.</li><li>A Persuasive Communicator: You are professional, warm, and highly communicative. You know how to be firm but polite when collecting outstanding invoices, resolving client disputes, or getting drivers to submit their paperwork on time.</li></ul>What You Will Do (Key Responsibilities):<ul><li>Own the Billing Cycle: Manage the end-to-end billing and invoicing process through NetSuite with absolute accuracy and zero lag time.</li><li>NetSuite Administration: Input, track, and reconcile operational data, ensuring all customer accounts and driver payouts are perfectly documented.</li><li>Keep the Office Moving: Act as the central hub for the Houston office. Manage phone calls, coordinate incoming mail, organize local files, and support the operations team.</li><li>Problem-Solve Discrepancies: Actively investigate and resolve billing errors, customer inquiries, and driver pay disputes with speed and clarity.</li><li>Enforce Accountability: Work with our dispatchers and drivers to ensure all delivery tickets and required documentation are submitted correctly and on time.</li></ul>Requirements:<ul><li>NetSuite Experience (Required): Minimum of 1-2 years of hands-on experience utilizing NetSuite for billing, invoicing, or accounting functions. Applications without NetSuite experience will not be considered.</li><li>Billing/Accounting Background: 2+ years of experience in high-volume billing, accounts receivable, or bookkeeping (experience in logistics, trucking, construction, or industrial services is a major plus).</li><li>Unmatched Attention to Detail: Proven ability to manage complex data entry with near-perfect accuracy.</li><li>Self-Reliant &amp; Proactive: A track record of working independently, managing your own deadlines, and prioritizing tasks under pressure.</li></ul>What We Offer:<ul><li>True Autonomy: We trust you to do your job. No micromanagement&mdash;just clear expectations and the freedom to meet them.</li><li>Competitive Compensation: Robust base salary and comprehensive benefits package.</li><li>A Direct, No-Politics Culture: We value truth, efficiency, and getting the job done right.</li><li>Benefits: - End of year Bonus - Medical, Dental &amp; Vision (covered at 75%) - 401(k) - 401(k) 10% company contribution - Mileage reimbursement - Unlimited PTO</li></ul>How to Apply:Please complete this 10 minute survey to enter our candidate pipeline. Once complete, we will reach out to schedule an interview. APPLICANT SURVEY FOUND HERE: https://go.cultureindex.com/p/pwZCY3Stdwh0Pay: $70,000.00 - $92,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Parental leave</li><li>Professional development assistance</li><li>Vision insurance</li></ul>Work Location: Hybrid remote in Houston, TX 77002

Office Manager and Billing Coordinator

Empower Aesthetics

<div>JOB DESCRIPTION
POSITION: Front Desk Manager
DEPARTMENT: Front Desk
REPORTS TO: Director of Marketing and Customer Experience
THE COMPANY: DermaTouch RN is a state-of-the-art aesthetic and wellness center combining years of experience with the latest technology to meet your skincare and anti-aging needs. Our facility hosts a wide variety of beauty and wellness treatments, from Botox&reg; and dermal fillers to health and wellness treatments. Our team of physicians, licensed aesthetic nurses and expert support staff are experts in Allergan products, making the clinic recognized as an &quot;Advanced Injector&quot; clinic and THE top Botox&reg;, dermal filler and CoolSculpting provider in Houston. We are the best at what we do and attract the best talent. Our practice represents decades of education and experience in medical science, holistic health, diet and nutrition.
Job Summary: Responsible for overview and supervision of patient in-flow and out-flow, patient education, and collection of fees. Also responsible for inventory control, supervision of the front office staff including hiring and training.<h3 class="jobSectionHeader">
Experience AND EDUCATION:</h3>
1. Five years&rsquo; experience in supervision of front office operations in a medical practice.
2. High school diploma or equivalent required; 2 or 4 year degree preferred. 
Essential Skills and Abilities:
1. Able to work well in a supervisory capacity.
2. Possesses strong knowledge of med spa offering including injectables, aesthetic treatments (laser hair reduction, laser resurfacing, Ultherapy and CoolSculpting), and retail sales (skin care).
3. Possesses strong knowledge of clinical operations.
4. Demonstrates skills in motivating and training professional staff.
5. Strong PC skills. Knowledge of Nextech a plus but not required.
6. Strong phone and communication skills and customer service oriented.
RESPONSIBILITIES:
1. Hires, trains and supervises front office staff (check-in, check-out, appointment scheduling/confirmations, inbound sales inquiries, partner programs and retail sales).
2. Establishes weekly work schedules for front office.
3. Coordinates with Practice Manager to establish schedules for Nurse Injectors and Aestheticians; notifies staff of vacations, meetings, etc.
4. Maintains smooth operation of check-in, check-out, appointment bookings, phone call management and retail sales.
5. Closes and reconciles financials daily. Cash, Credit and Partner Programs.
6. Collaborates with leadership team on pricing, specials, promotions, social media posts, and events.
7. Prepares front office payroll information.
8. Monitors retail, injectable and other supply inventory.
9. Works with leadership team to develop, modify and manage policies.
10. Works Front Desk on high patient flow days or as necessary based on schedule.
11. Role is full time and may require some Saturdays.
12. Ensure compliance laws, safety codes and regulation are met.
13. Foster and promote a cooperative teamwork environment.
14. Lead front desk team to ensure quality service is provided, in an efficient manner, and daily job functions are completed at the highest level.
15. Reach sales goals through client education, inventory control, promotion of products, upscale customer service and training/developing front desk associates.</div>

Front Desk Team Lead

Mattress Firm

IMPORTANT NOTICE FOR INTERNAL APPLICANTS ONLY: 
Internal applicants MUST apply to the internal job posting through the Mattress Firm Workday system. To view the list of current internal Job Postings, type “Jobs Hub” into the Workday search bar and click on the link. If you are unable to view the job posting, don't hesitate to get in touch with your Talent Acquisition representative .
 
Is your current job a nightmare? Make it a dream job at Mattress Firm®!
 Join Mattress Firm and have the job of your dreams!
 Helping people sleep well so they live well is at the core of what we do. The right mattress matters, and so does the right career.
 We work hard and sleep hard—and embrace the fact that each of us has our own way of getting our best, most efficient work done. For our corporate team members, whether you work in a hybrid schedule at our Houston BedQuarters (BQ) or are fully remote, we trust you with the freedom to decide how best to contribute and collaborate in your role.
 
Job Details: 
The (HYBRID) Accounting Manager is responsible for managing various accounting teams with a focus on inventory accounting. This includes inventory control and vendor incentive teams. NOTE: This hybrid role will report to the Bed Quarters location in Houston, TX one day each week and may work remotely the remainder of the week.
 
Essential Responsibilities
 
Ensure all accounting transactions are properly booked and reported in accordance with U.S. GAAP and Company policies.
 
Complete month-end, quarter-end and year-end closing journal entries, account/variance analysis, and reconciliations.
 
Assist in the preparation/review of monthly and year-end financial statements and analysis for the company.
 
Assist with corporate cash analysis, reporting and projecting cash needs and usage.
 
Support vendor master functions, including vendor creation and maintenance.
 
Maintain, document, and review processes for internal controls within accounting and treasury.
 
Support Vendor Incentive Team to ensure timely receipt of funds from third party partners.
 
Work with external auditors to ensure correct and timely closing and reporting at year-end.
 
Perform ad hoc analysis and projects as requested.
 
Streamline department functions to ensure optimal productivity, efficiency, and accuracy. Assess current practices and procedures, and make recommendations for improvements.
 
Manage Inventory Control assigned responsibilities and projects which include but not limited to shrink reporting and analysis, reserve calculations, and supporting operations with inventory issues.
 
Manage inventory reporting and subledger.
 
Complete all required training modules and certifications prior to the due date.
 
Ensure all safety policies and procedures are followed to ensure a safe work environment for all.
 
Communicate professionally with all internal and external contacts.
 
Follow all Company policies and execute Company standards on appearance and functionality as well as appropriate brand representation.
 
Communicate any concerns or issues to leadership to ensure proper efficiency of department and company operations.
 
Execute team member performance improvement plans, progressively discipline and terminations when appropriate per Company policy.
 
Non-Essential Responsibilities
 
Execute Company initiatives and other activities requested by supervisor.
 
Update job knowledge by participating in educational opportunities.
 
Enhance department and organization reputation by accepting ownership for accomplishing new and different requests; explores opportunities to add value to job accomplishments.
 
Contribute ideas on ways to optimize or improve the team, the department, and the Company.
 
Education
 
Bachelor's Degree in Accounting or Finance required
 
CPA or CPA candidate preferred
 
Professional Experience
 
5+ years progressive accounting experience required
 
Inventory Cost Accounting or Finance experience preferred
 
Skills List
 
Skilled in exchanging information through verbal, written or non-verbal cues.
 
Ability to use time effectively while concentrating on more important priorities and can quickly. manage shifting priorities to drive the best outcome for the business while supporting the team.
 
Ability to collect, gather, visualize and analyze information in details.
 
Ability to act upon insights and perceptions independent of rational thought.
 
Capable of identifying all aspects of a problem and understanding why a problem exists in order to develop a workable solution.
 
Skillful in collaborating with others to identify problems, provide advice and develop agreeable solutions.
 
Effectively guide team-members to achieve or complete goals and tasks.
 
Skillful in creating a strategic vision and motivating others to achieve excellence in performance.
 
Effectively manages and resolves conflict in a positive way.
 
Implement team spirit, encourage team collaboration, identify hidden strengths of individual and team, encourage all team members to express suggestions and ideas and to find own creative solutions for upcoming problems.
 
Excellent verbal and written communication abilities across all level of an organization.
 
Strong leadership skills with a dedication to driving and achieving results.
 
Competencies & Knowledge
 
Microsoft Office Products with advanced Excel skills: Medium
 
Thorough understanding of U.S.GAAP : Medium
 
Experience with Microsoft Dynamix AX and / or Microsoft D365 or similar software : Medium
 
Licenses and Certifications
 
License Certified Public Accountant (CPA) or candidate preferred
 
Scope
 
Work is accomplished with moderate supervision and follows established and detailed directions.
 
Under general supervision, proceeds alone, referring questionable cases to supervisor.
 
Frequently inter-organizational and outside customer / vendor contacts. Part of a team who represents the organization. Monitors activities and communicates information across the organization.
 
Physical Demands & Office Environment
 
Sitting for up to 8+ hours
 
Standing occasionally
 
Walking occasionally
 
Talking frequently
 
Hearing frequently
 
Usage of hands and fingers
 
Reaching with hands and arms
 
Benefits Included: 
Excellent career growth opportunities through on-the-job training and development programs
 
401(k) with employer matching
 
Mental health and life resources
 
Medical, dental, prescription, and vision plans
 
Get paid on- demand
 
Base pay or uncapped commission
 
Employee discounts on Mattress Firm sleep products and accessories
 
Compensation: 
Competitive salary range of $100,000 - $110,000 * depending on qualifications and experience. For eligible Leadership and individual contributor roles, additional bonus opportunities may be available and awarded at the discretion of the Company.
 
<ul>
<li>Pay amount does not guarantee employment for any particular time.</li>
</ul>
Legal authorization to work in the United States without the need for sponsorship. We require proof of eligibility to work in the United States.
 EOE/Vet/Disability
 Now don't fall asleep out there. The sooner that we receive your application, the sooner you are to the career of your dreams! Ready to apply? Mattress Firm is accepting applications until: .
 
Diverse Candidates are Encouraged to Apply.
 
Mattress Firm is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment and does not discriminate against any applicant or employee for employment based on race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Mattress Firm is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.
 
#LI-DNP

Manager, Accounting

GMB Marine Shipping Agency, Inc.

Overview We are seeking a proactive and highly organized Executive Assistant in Maritime Logistics to join our team. This role provides comprehensive administrative support to senior management and ensures the smooth operation of maritime logistics activities. The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and a passion for facilitating efficient project coordination within a fast-paced maritime environment. Your energetic approach will help drive operational excellence and support our commitment to delivering seamless logistics solutions across global markets.Duties<ul><li>Manage complex calendars, schedule appointments, and coordinate meetings for senior executives involved in maritime logistics projects using tools like Monday.com and Google Workspace.</li><li>Prepare, proofread, and transcribe important documents, reports, and correspondence with precision, ensuring clarity and professionalism.</li><li>Oversee office management tasks including filing, data entry, bookkeeping using QuickBooks and Google Suite, and maintaining organized records of shipping documents, invoices, and compliance files.</li><li>Serve as a personal assistant by handling travel arrangements and managing multi-line phone systems with professional phone etiquette.</li><li>Coordinate project activities by tracking deadlines, preparing status updates, and liaising with internal teams to ensure timely execution of maritime logistics initiatives.</li></ul>Requirements<ul><li>Proven experience as an executive assistant or administrative professional within the maritime or logistics industry is preferred.</li><li>Strong organizational skills with the ability to multitask efficiently in a fast-paced environment; experience in office management is advantageous.</li><li>Excellent computer literacy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry systems.</li><li>Exceptional calendar management skills using Microsoft Outlook Calendar or similar tools; ability to prioritize tasks effectively.</li><li>Knowledge of project coordination principles along with event planning capabilities for corporate logistics functions.</li><li>Outstanding communication skills with professional phone etiquette across multi-line phone systems; ability to handle sensitive information discreetly.</li><li>Detail-oriented with strong clerical experience including filing, data entry, and office organization; prior experience supporting executives in a maritime or transportation setting is a plus. Join us in this energetic role where your organizational prowess will directly contribute to the success of our maritime logistics operations!</li></ul>Pay: $40,000.00 - $50,000.00 per yearBenefits:<ul><li>Flexible schedule</li><li>Health insurance</li></ul>Work Location: Hybrid remote in Houston, TX 77024

Executive Assistant - Maritime Logistics

Race Rock

<div>
 
 
 JOB SUMMARY:
 
 
 
 Reporting directly to the Chief Executive Officer, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external parties on a variety of matters. This role organizes and coordinates all business and personal external efforts for the CEO, provides office management and oversees special projects.
 
 
 The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations with a heightened sense of urgency, strong written and verbal communication, administrative, and organizational skills, and the ability to maintain juggling multiple duties and responsibilities seamlessly. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with the highest level of discretion.
 
 
 
 Roles and Responsibilities:
 
 
 
 &bull; Complete a variety of everyday tasks under the direction of the CEO and CAO (Chief Administrative Officer) including, but not limited to, managing complex and active calendars, arranging detailed travel plans, itineraries, and agendas
 
 
 &bull; Build relationships crucial to the success of the organization and manage a variety of special projects
 
 
 &bull; Provide a bridge for smooth communication by demonstrating leadership to maintain credibility, trust and support with senior leadership
 
 
 &bull; Create, route &amp; process written and verbal correspondence while exercising a high degree of discretion and confidentiality
 
 
 &bull; Promote corporate image by professionally representing the CEO both internally &amp; externally
 
 
 &bull; Schedule and coordinate logistics for Board meetings, conferences, and special events (onsite &amp; offsite)
 
 
 &bull; Regularly check for daily priorities and urgent matters
 
 
 &bull; Maintain and improve (where needed) systems to file, organize, and archive information
 
 
 &bull; Assist board members with travel arrangements, lodging, and meal planning, as needed
 
 
 &bull; Maintain discretion and confidentiality in relationships with all board members
 
 
 &bull; Assemble and distribute materials for board meetings in electronic/paper format or liaison with appropriate parties to have this completed in a timely manner accordingly to schedule laid out by CEO/CAO
 
 
 &bull; Participate as an adjunct member of a variety of projects and meetings in scheduling, documenting and attending calls and meetings
 
 
 &bull; Assist in coordinating the agenda of senior management team meetings, off-sites and all hands meetings, as needed
 
 
 
 Required Skills:
 
 
 
 &bull; Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; ability to anticipate and balance needs seamlessly with a high sense of urgency
 
 
 &bull; Highly resourceful team-player, with the ability to also be extremely effective independently
 
 
 &bull; Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners
 
 
 &bull; Expert level written and verbal communication skills
 
 
 &bull; Comfortable providing &ldquo;behind the scenes&rdquo; support to CEO and thrive on helping others be successful and willing to help others in a variety of situations to facilitate the most successful results
 
 
 &bull; Demonstrate proactive approaches to problem-solving
 
 
 &bull; Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and to identify and react to changing needs
 
 
 &bull; Excellent judgment, integrity and commitment to personal responsibility and accountability
 
 
 
 Qualifications:
 
 
 
 &bull; Must have 7 years working experience supporting the execution of high-level business initiatives including assigning tasks and priorities, writing agendas and navigating challenging calendars.
 
 
 &bull; Strong proficiency with computers, including proficiency with MS Office programs
 
 
 &bull; Strong communication skills
 
</div>

Executive Assistant

Kittle Property Group, Inc.

<div>Salary: $23.00/hour
JOB TITLE: Assistant Manager - Apartments
DEPARTMENT: Property Management
REPORTS TO: Property Manager
SUPERVISES: None
FLSA STATUS: Non-Exempt
EXPECTATION FOR ALL EMPLOYEES
Supports the organization's mission and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, respect personalization, commitment to our community, and accountability and ownership.
POSITION SUMMARY:
Responsible and accountable for assisting in on-site operations at an apartment community.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
<ul><li>Process new applications, re-certifications and provide required information to compliance department.</li>
<li>Show apartments to perspective residents.</li>
<li>Handle lease negotiations and renewals.</li>
<li>Assist property manager in overseeing leasing and maintenance staff.</li>
<li>Assist with marketing and leasing activities as requested.</li>
<li>Maintain compliance policies and procedures.</li>
<li>Assist manager with rent collection, rent ledger, bank deposits and petty cash records, delinquent rents, evictions, maintaining curb appeal, etc.</li>
<li>Assist manager in providing account information to the regional supervisor and credit agency.</li>
<li>Assist manager with resident relations and enforce all community rules and regulations.</li>
<li>Other duties as assigned.</li>
</ul>
QUALIFICATIONS/SKILLS &amp; KNOWLEDGE REQUIREMENTS
<ul><li>High school diploma or general education degree (GED)</li>
<li>1 year of experience</li>
<li>Language Skills - Ability to read, write, speak and interpret basic instructions, simple correspondence and present information one-on-one or in small groups.</li>
<li>Math Skills - Ability to add, subtract, multiply, divide using whole numbers, fractions and decimals. Ability to compare rate, ratio and percentages and interpret basic graphs.</li>
<li>Reasoning Skills - Ability to carry out detailed, but uninvolved written or oral instructions with common sense understanding. Ability to deal with problems that involve few variables in standardized situations.</li>
<li>Computer Skills &ndash; Beginner experience with MS Office.</li>
</ul>
TRAINING REQUIREMENTS:
<ul><li>Annually attend fair housing, section 42 and leasing classes.</li>
<li>Ongoing professional development.</li>
</ul>
PHYSICAL DEMANDS:
<ul><li>Rarely must stoop, kneel, crouch, crawl, bend or lift up to 25 pounds.</li>
<li>Occasionally must stand, walk, reach with hand and arms.</li>
<li>Regularly must sit, use hands to finger/handle/feel, talk and hear.</li>
<li>Close and distance vision is required.</li>
</ul>
WORK ENVIRONMENT:
<ul><li>Normally works in an environment with moderate noise.</li></ul></div>

Assistant Property Manager- Summerdale

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