Office Coordinator

Job Summary

As the first point of contact for our Alice office, this position will represent the company, build internal and external relationships with various stakeholders, and coordinate the day-to-day activities of the office. Selected candidate must have a friendly, positive attitude and demonstrates a professional, respectful, and team-player approach in everyday tasks and interactions.

Position Functions

• Answer and direct phone calls as well as sort and distribute mail
• Ensure common areas are organized and clean, including breakroom area. General housekeeping activities include preparing coffee, disinfecting countertops, and unloading dishwasher.
• Coordinate travel arrangements for leadership teams including flights, driver, hotel, meetings, event registrations, meals, and crafting itineraries as well as remaining flexible to adjust plans as travel details are subject to change on short notice
• Proactively anticipate needs of leadership team and practice high degree of discretion with confidential materials and personal information
• Organize meetings and company events, manage calendars, and assist with general office and facilities activities
• Ensure supply room and breakroom are fully stocked
• Check printer paper and toner cartridges daily and restock as needed
• Update and distribute employee phone list
• Regularly take inventory and manage inventory of supplies in breakroom and supply room
• Notify building management of visitors and coordinate with building management on facilities information and maintenance activities
• Greet visitors
• Assist with planning and coordination of team meetings, interviews, and events. Proactively print prepared materials attached in the meeting invites, order catering if requested, prepare the conference rooms by testing audio and visual equipment for connectivity and ensuring the rooms are neat and orderly before and after meetings
• Assist HR and leadership team with interview coordination
• Direct invoices to Accounts Payable
• Serve as liaison and coordinator for any office IT or networking issues
• Quickly respond to requests. Create admin checklists, vendor and inventory lists and identify improvements in processes
• Provide notary services
• Actively engage with all departments and help with projects, data entry, filing, scanning, reports, organization, and planning
• Other ad-hoc responsibilities or projects as needed

Requirements

• High School Diploma, or equivalent
• At least 2 years of related experience
• Core business hours are 8 am – 5 pm Monday through Friday. Reliability to keep required work schedule is essential
• High proficiency in web applications, search engines and software including Microsoft Office: Outlook, Word, and Excel
• Ability to use good judgement, work independently and efficiently complete tasks
• Self-starter with high attention to detail and strong project management skills to successfully handle multiple projects at a time
• Highest level of professional maturity
• Exceptional time-management skills and can adjust quickly to last minute changes
• Excellent interpersonal skills, team-oriented and takes direction from senior leaders
• Excellent verbal and written communication skills and fluency in English is required

Benefits: This position is Full-Time located in Alice, TX. Selected candidate is eligible for employer matched 401(k), medical, dental, vision, basic life and AD&D insurances and other benefit offerings.