Administrative Assistant

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

What We Offer

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

The salary for this position is based on an array of factors unique to each candidate: Such as years and depth of experience, set skills, certifications, etc. We are hiring for different levels, and our Recruiting team will let you know if you qualify for a different role/range.

Pay range: $30-$35 per hour.

Equal Employment Opportunity at Machinify

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace. Machinify is an employment at will employer. We participate in E-Verify as required by applicable law. In accordance with applicable state laws, we do not inquire about salary history during the recruitment process. If you require a reasonable accommodation to complete any part of the application or recruitment process, please let our recruiters know. See our Candidate Privacy Notice at: https://www.machinify.com/candidate-privacy-notice/