Job Description

What you'll do:

Reception & Visitor Services

Greet and welcome all visitors, clients, and vendors in a professional, friendly manner; maintain visitor log and issue badges as required

Coordinate visitor access with building security and notify employees of guest arrivals

Office Operations & Administration

Monitor and replenish office supplies, breakroom inventory, manage vendor relationships and purchase orders

Coordinate with building management on facility issues including HVAC, maintenance requests, and access control

Support onboarding logistics for new hires (workspace setup, access badges, office orientation)

Manage conference room calendars and resolve scheduling conflicts

Assist executive and operations leadership with travel arrangements, expense reporting, and calendar coordination as needed

Maintain and update office procedures documentation and vendor contact lists

Mail, Shipping & Package Handling

Receive, sort, and distribute all incoming mail, packages, and deliveries; log courier and freight receipts

Prepare and process outgoing shipments, including FedEx, UPS, and freight carriers; track shipments and resolve delivery issues

Catering & Event Coordination

Source, order, and coordinate catering for internal meetings, customer visits, lunch-and-learns, and company events

Set up and break down meeting rooms, seating arrangements, and refreshments

Maintain relationships with preferred catering vendors; negotiate pricing and track budgets

Assist with planning and logistics for company events, trade show preparation, and team gatherings

What you bring:

Required

5+ years of experience in an office coordinator, receptionist, or administrative assistant role

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams); familiarity with office equipment

Exceptional interpersonal and communication skills, both verbal and written

Strong organizational skills and the ability to manage multiple priorities simultaneously

Professional, welcoming demeanor with a service-first mindset

Discretion and trustworthiness when handling confidential information

Preferred

Experience coordinating events or catering for groups of 10–50+ people

Associate’s or Bachelor’s degree in Business Administration or a related field

Work environment & physical requirements:

This is a full-time, on-site position at UFT’s Irving, TX headquarters
Standard business hours, Monday–Friday; occasional flexibility required for early meetings or company events
Ability to sit, stand, and move throughout the office for extended periods
Ability to lift and carry packages up to 30 lbs