Corporate Administrative I Office Manager

Description

Job Title:  Corporate Administrative I Office Manager 

Department: ZT Corporate, Office Administration

Location: Houston, TX

Reports To: Amanda   Parrette – Chief People Officer

Job Summary

       The Corporate Administrative Office Manager serves as the primary front-of-office representative for ZT Corporate Office, Houston, TX and plays a critical role in shaping the tone and culture of the corporate office environment. This position ensures that all visitors, employees, partners, and executives experience a professional, respectful, helpful, and welcoming atmosphere. The Office Manager provides comprehensive administrative and operational support, oversees daily office functions, supports corporate travel and coordination needs, and assists across multiple portfolios within the ZT enterprise with flexibility and professionalism.

Essential Duties and Responsibilities

• Oversee daily office operations, ensuring facilities, supplies, equipment, and meeting spaces are maintained and functioning properly.
• Handle incoming calls and email correspondence in a timely and professional manner.
• Coordinate office maintenance activities, vendor services, building access, and security badge requests.
• Manage incoming and outgoing mail, deliveries, and document distribution.
• Maintain corporate calendars, manage meeting room reservations, and provide scheduling support to executives as needed.
• Provide building support and coordinate the development and implementation of office protocols.

Cross-Functional Support

• Demonstrate flexibility and versatility by supporting various corporate departments (HR, Finance, Operations, Compliance, IT, etc.) with tasks, projects, and administrative initiatives.
• Assist with onboarding activities, including welcome preparation, access setup coordination, and new-hire first-day support.
• Support corporate events, meetings, trainings, and employee engagement activities.
• Collaborate with satellite offices across the country to support operational needs and ensure consistent communication and coordination.
• Manage Jet travel administrative work in coordination with and reporting to Chief of Staff.

Documentation & Reporting

• Maintain accurate records, logs, sign-in sheets, and office inventories.
• Prepare reports, communications, and documentation to support leadership and departmental needs.

Grooming Standards and Dress Code Decorum

• Maintain professional dress, appearance, and behavior in alignment with established corporate standards.

Budget and Financial Administration

• Monitor and maintain inventory of office supplies, including stocking, ordering, and ensuring cost-effective purchasing.

Travel Coordination & Corporate Housing

• Coordinate travel arrangements for employees and leaders, including booking flights, hotels, rideshare services (Uber/Lyft), and other related logistics.
• Lead travel support for satellite offices and multi-state teams as needed.
• Manage and oversee corporate housing accommodations in Houston, including reservations, occupancy tracking, and maintenance coordination.

Corporate Directory Management

• Maintain and update the Corporate Directory to ensure accuracy and accessibility for staff and leadership.

Core Competencies

• Professionalism & Customer Service: Maintains a positive, polished demeanor; provides responsive and respectful service to all stakeholders.
• Communication Skills: Uses clear, concise, and professional verbal and written communication.
• Organization & Time Management: Manages multiple tasks effectively, prioritizes workload, and meets deadlines.
• Adaptability & Flexibility: Adjusts quickly to shifting priorities, new tasks, and cross-departmental needs.
• Problem-Solving: Anticipates needs, identifies issues, and proactively delivers solutions.
• Confidentiality & Discretion: Handles sensitive information withprofessionalism and integrity.
• Team Collaboration: Works cooperatively with leaders, peers, andpartners to support corporate operations.

KPIs

Key Performance Indicators (KPIs)

Front Office Responsiveness:

• Calls answered within target response time
• Visitor check-ins managed promptly and professionally.

Office Readiness & Environment:

• Lobby, meeting rooms, and office spaces consistently maintained.
• Supplies and equipment available within operational standards

Task Completion & Accuracy:

• Administrative tasks and cross-department support completed on time with minimal rework.

Internal Service Satisfaction:

• Positive feedback from staff and leadership regarding communication, helpfulness, and support

Process Efficiency:

• Improvements in workflows, scheduling processes, and administrative organization

Reliability & Attendance:

• Consistent schedule adherence and dependability in supporting daily operations.

Travel Coordination & Multi-Site Support (Added):

• Timely and accurate travel arrangements for all staff
• Effective coordination with satellite offices
• Successful support of team events and logistics

Corporate Housing Management (Added):

• Accurate and timely booking, tracking, and maintenance coordination

Corporate Directory Accuracy (Added):

• Directory remains up to date with minimal errors.

Marginal Duties

• Assist with special projects and corporate initiatives as assigned.
• Provide occasional support for light facility tasks such as coordinating minor repairs or office rearrangements.
• Support executive assistants and department leaders with overflow work.
• Other duties as assigned are to support smooth office operations.

Requirements

Qualifications

Education & Experience

• High school diploma or GED required.
• 3–5 years of experience in office administration, customer service, or front desk operations required; experience in a corporate environment preferred.

Skills

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Strong interpersonal and customer service skills.
• Ability to manage multiple priorities in a fast-paced, professional environment.
• Strong attention to detail and follow-through.
• Ability to manage confidential information with discretion.

The physical demands described herein are representative of thoserequired to successfully perform the essential functions of this role.Reasonable accommodations may be made to enable individuals withdisabilities to perform these essential functions.

• Ability to sit, stand, walk, and move throughout office environments as needed.
• Ability to use hands and arms to perform tasks requiring reaching, handling, and operating standard office equipment.
• Ability to occasionally lift or move light objects as necessary to perform job duties.
• Ability to work extended hours and respond to operational or clinical matters outside of normal business hours, including on-call or emergency situations as required.

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Role operates in a fast-paced, high-accountability environment requiring sound judgment, critical thinking, and timely decision-making.
• Travel is required for facility visits, industry meetings, partnerships, and other business-related activities.