Administrative Coordinator

Position Overview:

We are seeking a highly organized, proactive Administrative Coordinator to support day-to-day operations across all departments. This role serves as a central point of coordination within the company—handling a wide range of administrative, operational, and communication tasks to ensure efficiency and alignment across teams. The ideal candidate is detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced environment while supporting department managers and leadership.

Key Responsibilities:

• Serve as a central support resource for all departments, assisting managers and ownership with administrative and operational needs
• Coordinate and track projects, work orders, and internal requests to ensure timely completion
• Communicate effectively across departments to maintain alignment and workflow continuity
• Act as a liaison between internal teams, field staff, and customers when needed
• Answer and manage incoming communications (phone, email, etc.) in a prompt and professional manner
• Assist in gathering job details, documentation, and requirements to support project execution
• Maintain accurate and organized records, reports, and filing systems
• Create, update, and track reports for operations, performance, and internal processes
• Compile and submit a weekly summary report to upper management highlighting key activities, progress, and issues
• Coordinate meetings, take detailed notes, and track follow-ups/action items
• Manage company calendars, scheduling, and internal coordination needs
• Arrange travel, accommodations, and logistics for field teams and management, as needed
• Order and maintain office supplies and assist with general office operations
• Create and maintain inventory logs for all office consumables (snacks, beverages, office supplies, etc.) and ensure proper stock levels are maintained
• Maintain coffee, snacks, breakfast and/or lunch for company meetings, parties, and transformation collaboration sessions
• Act as liaison with the leasing office/property management for any facility repairs, maintenance, or service needs
• Assist with job postings and maintain listings across various hiring platforms
• Support ongoing process improvements, reporting systems, and internal workflows
• Assist with customer inquiries, updates, and issue resolution as needed
• Collaborate with team members on special projects, research initiatives, and company improvements
• Other duties as assigned

Qualifications:

• 2 years of experience in administrative support, office coordination, or similar role
• Strong organizational and time-management skills with the ability to multitask
• Excellent communication skills, both written and verbal
• Ability to work independently and adapt in a fast-paced environment
• Strong attention to detail and problem-solving skills
• Proficiency in Microsoft Office (Excel, Word, Outlook) and general computer systems
• High level of professionalism, discretion, and reliability

What Success Looks Like in This Role:

• Departments are supported efficiently with minimal gaps in communication
• Projects and tasks are tracked, updated, and completed on time
• Leadership receives clear, consistent weekly reporting
• Office operations run smoothly with strong organization and follow-through
• The role acts as a dependable “catch-all” that keeps everything moving forward

Why Join OnSiteDecals?

• Join a fast-growing, industry-leading company
• Consistent, primarily in-house work at our Stafford, TX location
• Opportunity to work on high-profile fleet and emergency vehicles
• Supportive, team-oriented environment focused on quality and growth
• Competitive pay based on experience
• Full benefits package, including: Health insurance, Dental insurance, Vision insurance, Paid time off

Additional Information:

This position is designed to be flexible and evolving based on company needs.

Schedule: Monday–Thursday, 7:00 AM – 5:00 PM
Friday: 7:00 AM – 11:00 AM (half-day every week)

Additional duties may be assigned as required.

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Stafford, TX 77477 (Preferred)

Work Location: In person