Administrative Assistant III/ Front Desk

FLSA Status: Non-Exempt
Location: Midland Office/In Office Position
Schedule: Monday-Friday | 40 hours/ week

Position Overview:
XRI is seeking a highly motivated Administrative Assistant III to provide advanced administrative and clerical support to department leaders and staff, ensuring efficient office operations. This role requires a high level of organizational skills, professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
The Administrative Assistant III serves as a key point of contact within the office, handling sensitive information and supporting various administrative functions.

Role/Responsibilities:

• Greet visitors and staff with professionalism and courtesy.
• Maintain a clean, organized reception area that reflects company standards.
• Manage visitor logs and monitor building entry in accordance with security protocols.
• Provides support for visiting employees, including assistance with travel and transportation arrangements as needed.
• Set up workstations/offices for new employees, ensuring readiness prior to first day of employment.
• Handle mail and deliveries, including sorting, distributing, and scheduling courier pickups.
• Responsible for onboarding tasks such as welcome materials, ordering name plates, badges, fuel fobs, and business cards, along with additional related duties as assigned.
• Provide comprehensive administrative support to executives, managers, and departmental staff, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare, edit, and distribute correspondence, reports, presentations, and other documents with a high degree of accuracy and professionalism.
• Oversee general office operations, including ordering supplies, maintaining office equipment, and ensuring a well-organized workspace.
• Maintain confidential files and records, ensuring compliance with company policies and privacy regulations.
• Identify opportunities to improve office processes and implement best practices to enhance efficiency.
• Participate in, organize, and track progress on departmental and cross-functional projects, ensuring deadlines and deliverables are met.
• Assist with project documentation, compile project reports, and facilitate communication between project teams and stakeholders.
• Partner with Building Management team for office maintenance requests, building access, and parking permits.
• Perform other duties and special projects as assigned by management.

Qualifications:

• Associate’s or Bachelor’s degree preferred, or equivalent combination of education and experience.
• Notary Public certification preferred, but not required.
• Minimum 3–5 years of administrative support experience, preferably in a professional office environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
• Strong written and verbal communication skills.
• Exceptional organizational and time-management abilities.
• Demonstrated discretion in handling confidential information.
• Ability to work independently and as part of a team.
• Attention to detail and accuracy in all tasks.
• Positive attitude, flexibility, and a customer-service orientation.

Physical Requirements:

• Able to kneel, bend, stand and walk on concrete and uneven surfaces .
• Ability to sit for extended periods and operate a computer and office equipment.

WHAT WE CAN OFFER YOU

• Competitive compensation
• PTO package and paid holidays
• 401K with Company Match
• Comprehensive Benefits Package-Including Medical, Health Savings Account, Flexible Spending Account, Dental, and Vision
• Employer paid life insurance and disability coverage
• Team Oriented Culture- A collaborative environment where your ideas are valued