Job Details

Summary The Office Coordinator will coordinate office activities and operations while providing clerical and administrative support to the management team.

Responsibilities

• Provide administrative support to ensure efficient office operations, organizing meetings, and handling correspondence.
• Manages front desk duties (visitor parking validations, greeting guests, etc.)
• Manage conference room schedules and lunch orders as needed
• Coordinate office maintenance and ensure availability of necessary office supplies and equipment.
• Assists in planning and organizing office events, meetings, and conferences (i.e., service anniversaries, birthdays, quarterly town hall meetings, holiday events, special events)
• Assists with drafting and editing office documents, reports, presentations, and correspondence.
• Processing invoices and assisting with office budget tracking.
• Assist Executive team and management with various tasks, including scheduling appointments, arranging travel, and coordinating projects.
• Providing excellent customer service to clients, visitors, and employees.
• Resolve administrative issues and concerns efficiently.
• Maintain Deep Blue phone list and office map
• Procure/replenish of office supplies, snacks, and refreshments
• Prepare office for onboarding and offboarding of employees
• Keep record of all service contracts and renew/change as necessary
• Attend Annually review with HR and landlord provided Operating Lease Reconciliation reports to ensure increases or credits are in alignment with the office lease terms
• Assist with coordinating office moves, onboarding, and offboarding.
• Coordinate with HR on all onsite health, safety and security for the office including managing fire and EAP (evacuation in place) drills. Includes, taking the lead for the annual on-site safety and security review
• Serve as primary point of contact with building landlord and engineering staff.
• Manage relationships with third party vendors (cleaning services, property managers, etc.)
• As needed, assist with office buildouts/ expansions
• Provide executive assistance and administrative support to management team.
• Provide back-up coverage to the office coordinator in the Midland office
• Other duties as assigned

Qualifications

• High school diploma or GED
• 2 years of industry experience
• Working knowledge of general office procedures, plus ability to organize and coordinate group work efforts required
• Advanced in using a computer and Microsoft Office (Outlook, Word, Excel, PowerPoint etc.);
• Prioritize and manage multiple tasks, changing priorities as necessary
• Excellent organizational skills, with the ability to prioritize and manage multiple tasks.
• Detailed oriented individual.
• Ability to successfully manage multiple tasks and meet short deadlines.
• Willingness to work after hours on occasion to meet deadlines.
• Positive attitude and willingness to learn and continue development in functional/technical skills.
• Adapts well to changes in responsibilities and workloads.
• Good problem solving and time management skills.
• Self-motivated and hardworking individual.
• Strong communication skills, both verbally and in writing, as well as working effectively in a team-oriented environment.