Semi Senior Office Administrator (Full Time, Texas)

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About this job:

Do you excel at building systems, keeping operations running smoothly, and coordinating across multiple workflows? Are you proactive, accountable, and comfortable owning both administrative and client-facing tasks? We’re looking for a Semi Senior Office Administrator to support one of our Texas-based clients full-time. You’ll work remotely during Central Standard Time (CST). Apply today!

BetterPros unlocks human potential by offering competitive compensation, flexibility, constant learning and growth, and the opportunity to work anywhere you want with one of our +130 active clients across the United States.

What you will do:

Build, document, and maintain SOPs, templates, and workflows.
Own all administrative functions of the firm, including calendars, meetings, and internal task coordination.
Manage email triage and draft responses for the Principal.
Create onboarding systems for staff and consultants.
Track and categorize bills, expenses, and reimbursables.
Coordinate with the CPA for accounts payable and monthly bookkeeping.
Prepare monthly financial summaries and maintain vendor records and renewal schedules.
Create and manage a bill-management workflow alongside the CPA.
Track all project communications, milestones, commitments, and submittals.
Maintain digital project boards in Notion, Asana, Trello, or similar platforms.
Prepare agendas, meeting summaries, and follow-ups.
Keep all digital project files organized and up-to-date.
Fully manage client communication tracking and upcoming deadlines.
Build dashboards for billable hours, profitability, accounts receivable, pipeline, and timelines.
Deliver weekly KPI and operations reports (financials, deadlines, action items).
Prepare proposals and maintain proposal templates.
Set up and manage CRM systems for leads, proposals, contracts, and follow-ups.
Track leads and send follow-up communication.
Coordinate staff onboarding, timesheets, schedules, and PTO.
Assist with intern and staff recruitment processes.
Maintain internal team documentation and support performance reviews.

What you'll need to know:

Proven experience in administrative support, operations, or project coordination, preferably within professional services, consulting, architecture, engineering, or construction.
Strong organizational and communication skills with the ability to multitask, prioritize, and meet deadlines independently.
Advanced English level.
High attention to detail and a proactive, solution-oriented mindset.
Software (required): Excel, Adobe Suite.
Software (plus): Notion, Xero, Google Workspace, Adobe, CRM systems, Slack.

We’ve got the opportunity, you’ve got the talent.
We want to hear from you!

How does it work?

Explore & Apply

Check out our open positions and apply to the one that fits you best.

First Interview

If you match our open position, we will schedule a 30-minute meeting

Client Interview

Time to showcase your skills.  (Don’t worry, we’ll be with you every step of the way!)

Kick-off Meeting

Congrats on your new job!  We’re so excited to start this journey with you.

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