Administrative Assistant
Machinify
$30 - $35 / hour
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Description
Machinify is a leading healthcare intelligence company with expertise across the payment continuum, delivering unmatched value, transparency, and efficiency to health plan clients across the country. Deployed by over 85 health plans, including many of the top 20, and representing more than 270 million lives, Machinify brings together a fully configurable and content-rich, AI-powered platform along with best-in-class expertise. We’re constantly reimagining what’s possible in our industry, creating disruptively simple, powerfully clear ways to maximize financial outcomes and drive down healthcare costs.
The Opportunity
We’re looking for a warm, organized, and proactive Admin Assistant to be the heartbeat of our Dallas office. You’ll be the first face visitors and employees see, keep daily operations running smoothly, and make sure every detail — from conference rooms to coffee stations — is handled with care. If you love a role where no two days are exactly the same and where your reliability truly matters, this is for you.
What You’ll Do
Front Desk & Guest Experience
- Greet every visitor with a warm welcome — introduce yourself, offer a beverage, and notify their host promptly
- Serve as the first point of contact for calls, walk-ins, and general inquiries
- Manage visitor badges and ensure compliance with onsite security protocols
- Escort guests to conference rooms and keep them comfortable throughout their visit
Daily Office Operations
- Open the office each morning: check conference rooms, restock snacks/beverages, prep coffee when guests are expected, and review the day’s schedule
- Monitor supply levels throughout the day and place orders or restock from storage as needed
- Coordinate vendor services including cleaning, maintenance, and deliveries
- Oversee incoming and outgoing mail, packages, and courier shipments
- Keep shared spaces — kitchens, conference rooms, phone rooms — clean and presentable at all times
- Complete end-of-day closing duties: reset all rooms, power down equipment, log hours, and set Slack status to Away
Administrative & Executive Support
- Assist with scheduling onsite meetings, booking conference rooms, and coordinating team events
- Prepare meeting materials, agendas, and light note-taking when needed
- Support executives and team leads with general administrative tasks and ad hoc requests
- Process invoices, purchasing requests, and office-related expenses
- Monitor Slack and respond to messages promptly throughout the day
Facilities & Employee Support
- Act as the point of contact for facilities issues: IT tickets, building services, and repair requests
- Help coordinate onsite trainings, leadership visits, and employee engagement activities
- Assist with new hire onboarding logistics — badges, seating, and equipment setup
- Ensure compliance with health, safety, and security protocols at all times
What You Bring
- 1–3 years of experience in reception, office coordination, or customer-facing administrative work
- Warm, polished, and professional — you make people feel welcome the moment they walk in
- Highly organized with strong attention to detail and the ability to manage multiple priorities at once
- Proactive mindset: you anticipate what needs to be done and act on it without waiting to be asked
- Comfortable with Microsoft Office, Google Workspace, Slack, and modern office tools
- Experience in healthcare, health tech, or regulated environments is a plus — but not required
- Able to work 100% onsite in Dallas, TX
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Top Medical/Dental/Vision offerings
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FSA/HSA
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Tuition reimbursement
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Competitive salary, 401(k) with company match
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Additional health and wellness benefits and perks
- Flexible and trusting environment where you’ll feel empowered to do your best work
Benefits
- Top Medical/Dental/Vision offerings
- FSA/HSA
- Tuition reimbursement
- Competitive salary, 401(k) with company match
- Additional health and wellness benefits and perks
- Flexible and trusting environment where you’ll feel empowered to do your best work
About this role
Machinify, a healthcare intelligence platform serving over 85 health plans, is seeking an Administrative Assistant to anchor operations at its Dallas office. This is a full-time, in-office role that blends front-desk hospitality with behind-the-scenes coordination. You'll be the first point of contact for visitors and callers, manage conference room logistics and office supplies, oversee mail and vendor services, and support executives with scheduling and administrative tasks. The role demands someone equally comfortable greeting guests warmly and handling the operational details that keep an office functioning—from restocking coffee stations to coordinating IT tickets and new hire onboarding.
The ideal candidate has one to three years of reception or office coordination experience and brings genuine warmth, strong organizational skills, and a proactive approach to anticipating needs. Comfort with Microsoft Office, Google Workspace, and Slack is expected. Healthcare or regulated-industry experience is valued but not required. This position offers competitive benefits including medical, dental, and vision coverage; 401(k) matching; tuition reimbursement; and a flexible, trusting work environment.
The salary range is $30–$35 per hour, with placement within that range based on your experience level and background.
How this employer is doing
average
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Typical pay for this role
$40,000
Typical range: $40,000 to $60,000
This role's local market on JobMinglr
Pay for this role
$30 to $35 per hour
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