What are the responsibilities and job description for the Office Coordinator (Contract Assignment) position at TotalEnergies?
Contexte et environnement
CONTEXT & ENVIRONMENT:
ACTIVITIES:
ACCOUNTABILITIES:
TotalEnergies valorise la diversité, promeut le développement individuel et offre des opportunités d'emploi égales à tous les candidats.
CONTEXT & ENVIRONMENT:
- Based in Austin, Texas; able to work in office
- The TotalEnergies Austin office is an important hub for our renewables project development activities.
ACTIVITIES:
- Serve as Point of Contact to building management and communicate important updates to staff
- Greeting office visitors, ensuring guests are comfortable and connected with the right office personnel
- Office safety POC
- Monitor and order inventory for office and break room supplies
- Submitting work orders and scheduling repairs for office space and equipment
- Coordinate as needed with other office tenants
- Coordinate with IT on any technical issues (AV system, phones, WiFi)
- Help with onboarding staff (liaise with IT for hardware setup, ensure appropriate software is installed, provide basic training on processes/tools)
- Manage schedules for conference and community spaces
- Maintain Outlook listserv and shared calendar
- Organize events/celebrations, lunches, etc; Decorate office for holidays
- Manage incoming and outgoing mail and packages
- Prepare mailings (mail merge, stuff envelopes, hand address letters, etc); drop off mailings
- Project coordination, data entry, corporate reporting/compliance support
- Coordinate and support the onboarding process for new hires, including scheduling onboarding activities, facilitating office and systems access, and ensuring a smooth and organized first-day experience in alignment with internal onboarding checklists and processes.
- Vendor management for the office
- Invoice and PO processing for office vendors and the development team
- Office expansion or space-related projects (if expected in the future)
- Serving as a notary when needed
- Acting as the primary point of contact for office vendors, including onboarding in MBC and handling vendor setup requests from the team
- Perform additional administrative and operational duties as needed, including handling ad hoc or specialized tasks to support evolving office and team requirements.
ACCOUNTABILITIES:
- As the face of the office, the individual will need to need be able to take responsibility for the smooth running of the workspace and the creation of a quality working environment for all staff.
- They will help ensure that any physical documents in the office are properly executed, managed, scanned and stored.
- High school diploma or GED; associate or bachelor’s degree preferred.
- At least 1 year of experience working in an office environment.
- Technically savvy, able to trouble shoot basic IT issues.
- Proficiency with Microsoft Office applications; Salesforce and Sharepoint a plus.
- Great customer service and interpersonal skills.
- Friendly, service-oriented personality.
- Experience with event planning; creative-minded.
- Ability to work independently and proactively identify office needs.
- Interest in renewables industry and open to new opportunities supporting project development.
- Comfortable in a fast-paced environment.
TotalEnergies valorise la diversité, promeut le développement individuel et offre des opportunités d'emploi égales à tous les candidats.