Job Description

Location: 1949 SI 35 Frontage Road Austin Texas

Company: INTX Insurance Software

Employment Type : In-Office (5 days per week)

Reports To: Executive Team

Role Overview

The Office Administrator will play a critical role in supporting the four-person executive team and ensuring smooth, efficient business operations. This position requires a proactive, solution-oriented individual who can manage day-to-day administrative functions, coordinate schedules and travel, oversee service providers, and maintain high standards of organization and communication. Discretion and professionalism are essential, as some support may include sensitive and private matters.

Key Responsibilities

Executive Support & Coordination

• Manage executive schedules, logistics, and operational needs

• Handle travel arrangements, including flights, accommodations, meeting space, and transportation

• Screen calls, manage correspondence, and prepare communications as required

• Format internal and external communications (emails, memos, reports, presentations)

• Assist with meeting preparation and documentation, including minutes when required

• Coordinate company wide-events such as social gatherings or client offsites

Office & Vendor Administration

• Serve as the primary point of contact for all service providers

• Oversee outsourced vendor performance to ensure operational efficiency

• Maintain office supplies, company fuel cards, and inventory management

• Manage keys, access rights, and office security permissions

• Support the onboarding of new hires (equipment setup, onboarding kits, account access, etc.)

• Ensure all business support systems (internet, phone, printing, communication tools) remain fully functional

• Work with vendors to troubleshoot and resolve any technical or operational issues

• Coordinate website and social media content updates with external providers

• Work with vendors to troubleshoot and resolve any technical or operational issues

Financial & Record Management

• Support the Finance Director with basic bookkeeping, invoice tracking, and reconciliation of company cards

• Maintain accurate filing systems for both physical and digital records

• Organize important business documents and ensure data confidentiality

Skills & Qualifications

• 2+ years administrative or office management experience (tech or SaaS environment advantageous)

• Highly organized with strong attention to detail

• Excellent written and verbal communication skills

• Able to multitask and prioritize in a fast-moving environment

• Professional discretion and ability to handle confidential information

• Strong proficiency in Microsoft Office

• Experience coordinating travel and managing vendor relationships

• Tech-savvy and quick to learn new business systems

Personal Attributes

• Proactive and solutions-driven mindset

• Strong interpersonal skills and teamwork orientation

• Calm under pressure and adaptable to changing priorities

• Energetic, positive, and client-focused attitude

Why Join INTX?

• Opportunity to work directly with the executive leadership in a dynamic insurance software start-up

• Fast-paced, collaborative culture where your contribution has visible impact

• Exposure to diverse responsibilities and career growth potential

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