Office Administrator

Ergo-Flex Technologies, LLC•Conroe, TX

27d•$48,000 - $60,000•Onsite

About The Position

Ergo-Flex Technologies is the developer, manufacturer, and distributor of innovative equipment for chiropractic and therapeutic healthcare professionals. The Office Administrator is a full-time, non-exempt individual-contributor role providing shared administrative support to the executive team, office operations, and day-to-day HR administration. The position reports to the Chief Operating Officer and supports the CEO, President, CFO, COO, and CCO. HR duties are performed under the direction of the Chief Financial Officer, who oversees the HR function. Success in the role requires exceptional organization, the ability to manage competing priorities from multiple executives, clear communication, and sound discretion with confidential information. The role coordinates executive calendars, meetings, travel, correspondence, and records; serves as the primary front-office contact; maintains office supplies, spaces, files, and vendor coordination; supports onboarding, recruiting, employee records, benefits and leave coordination, and employee engagement; and assists with meetings, events, seminars, conferences, and records-retention practices. It also provides backup administrative coverage across departments as needed. The position is office-based during standard business hours, with occasional flexibility around company events and executive-team needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

Requirements

Associate’s degree in business administration or a related field, or equivalent administrative experience.
Two or more years of administrative, executive-support, or office-coordination experience; experience supporting multiple managers or executives is preferred.
Excellent organizational, time-management, and multitasking skills, with strong attention to detail.
Strong written and verbal communication skills, including professional business writing and proofreading.
Demonstrated ability to handle confidential information with discretion and sound judgment.
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, AI).
Ability to work independently, take initiative, and manage competing priorities from multiple executives.

Nice To Haves

Prior experience supporting senior leadership or an executive team.
Experience with HR administration, onboarding, or personnel recordkeeping.
Familiarity with HR/payroll or ERP systems such as ADP or Odoo, and CRM tools.
Experience in manufacturing or another regulated business environment.

Responsibilities

Provide shared administrative support to the CEO, President, CFO, COO, and CCO, balancing and prioritizing requests.
Manage and coordinate executives’ calendars, schedule and confirm meetings, and resolve scheduling conflicts.
Arrange travel accommodations and itineraries, and prepare related expense reports and reimbursements.
Prepare agendas, compile materials, record and distribute minutes, and discuss action items for executive, management, and Board meetings.
Draft, format, proofread, and finalize correspondence, memos, reports, and presentations for the executive team.
Handle confidential and sensitive information with discretion and professionalism.
Serve as the primary front-office contact by greeting and directing visitors and answering, screening, and routing calls and general inquiries.
Manage incoming and outgoing mail, shipments, and packages received in the front office.
Monitor and order office and kitchen supplies using the monthly PAR; maintain copy-machine and equipment supplies and coordinate service as needed.
Keep the reception area, conference rooms, and common areas clean, stocked, and presentable.
Maintain organized physical and digital filing systems, including labeling, digital file organization, and periodic cleanup.
Coordinate facilities and office-service vendors and maintain related records and contracts.
Run company errands and handle general administrative tasks that support daily operations.
Perform day-to-day HR administrative duties under the direction of the CFO.
Coordinate new-hire onboarding logistics, including paperwork, workspace and system setup, and orientation scheduling, in partnership with hiring managers and the executive team.
Maintain accurate, confidential physical and digital personnel files and employee records in the company HR system.
Post job openings, coordinate and schedule candidate interviews, and manage applicant correspondence.
Support PTO and leave tracking, the out-of-office calendar, and benefits-enrollment coordination in partnership with payroll and the executive team.
Maintain and distribute the employee handbook and HR policy documents, and track acknowledgments.
Maintain required labor-law postings and support compliance with company HR policies.
Coordinate employee engagement and recognition programs, including EOM/EOQ and milestone awards, birthdays, anniversaries, celebrations, and employee events.
Coordinate logistics for internal meetings, employee events, and company gatherings, including scheduling, setup, and refreshments.
Support in-house seminars and conferences with administrative and hospitality logistics in coordination with the Marketing Coordinator.
Maintain organized company administrative records, support basic records-retention practices, and route controlled quality documents to the COO for sign-off.
Provide backup administrative coverage across departments as needed.