Office Operations & Culture Coordinator

About the role

You're the person who notices the printer is almost out of toner and orders it before anyone asks. When someone says "we should do something for Thanksgiving," you already have three ideas and a budget. You can make a gift basket look beautiful in the morning and enter vendor bills without an error in the afternoon. And when a client is 45 days past due, you can pick up the phone and have that conversation kindly and firmly.

This is a full-time, in-office role, Monday through Friday. You'll split your time roughly 30% on culture and celebrations, 45% on billing and accounts payable in QuickBooks Online, and 25% on front office and projects.

Responsibilities:

Culture and celebrations

• Build our annual celebration calendar, including holidays, company milestones, and events such as the Super Bowl, Easter, and Thanksgiving.
• Plan creative, on-budget celebrations and execute them.
• Design and assemble gift baskets, invitations, signage, and cards for employees.
• Manage our employee recognition program.

Billing and accounts receivable

• Prepare invoices, upload them into QuickBooks Online, and send them to clients on schedule each month.
• Follow up on past-due accounts by phone and email.
• Pause a client's ability to place new orders when their account falls past due under company policy, and restore access once they've paid.
• Enter vendor bills and expenses accurately, with the correct coding and documents attached.
• Process incoming payments and prepare bank deposits.

Front office and projects

• Answer and route calls, and sort and distribute incoming mail.
• Keep the office tidy and welcoming. Track supplies, ask the team what they prefer, and order before anything runs out.
• Take a one-sentence request, like "help find us a better printing vendor," and carry it through to done.

Who you are

• You take initiative. You think one step past the request.
• You juggle tasks well. A busy week of invoicing, calls, and a basket project doesn't bog you down.
• You're precise. You check your own work in QuickBooks.
• You're creative and practical. You love design, and you can set it aside to finish everything else.
• You're clear and warm on the phone, including on collection calls.
• You're reliable and self-directed. You show up on time every day. When you're stuck, you come to your manager with the problem and an idea.

What you bring

Required: 2 years in office administration, bookkeeping, billing, or accounts receivable or payable. Hands-on experience entering invoices or bills in accounting software. Working comfort with Excel or Google Sheets. Strong spoken and written communication.

Preferred: QuickBooks Online. Collections experience. Design tools like Canva. Event planning.

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Ability to Commute:

• Houston, TX 77040 (Required)

Work Location: In person

Salary : $45,000 - $65,000