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Office Coordinator

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2814 Posted: 18/02/2026
  • Competitive Salary
  • Houston, United States
  • Permanent
Overview Office Coordinator completes clerical and administrative tasks to support a well-functioning office. The main duties include welcoming and directing visitors, coordinating meetings and appointments and performing support tasks in order to keep the business’ operations running smoothly.
 
Duties
  • Welcome visitors and new hires
    • Warmly welcome guests as they arrive and make them feel comfortable.
    • Notify the relevant staff members of their visitor's arrival.
    • Offer visitors water, coffee, tea, or other refreshments.
    • Assist with Security Protocols: Ensuring visitors sign in
    • Set up temporary suite access to guests and building access for new employees via mobile phone using the Avigilon Alta system.
    • Email parking and gym forms to new employees
    • Gather supplies needed and requested for new employees
    • In the event of termination of an employee, cancel access in the system and email building management their departure.
  • Coordinate mailings and handle all incoming/outgoing packages and deliveries
    • Arrange company merchandise & ship welcome boxes for new contractors
    • Assist with laptop/cell phone shipments (IT support) for all Americas
    • Support Legal department with documents that need to be shipped domestic & non-domestic
    • Support clients that have temporary assignments with FedEx shipping to return equipment.
  • Scheduling meetings and appointments, and updating calendars
    • Schedule conference rooms for meetings
    • Update calendars with new meeting requests
    • Coordinate larger meetings with the building coordinator
  • Monitor office supplies, snacks, beverages and coffee
    • Place orders for office supplies as needed or upon request by employees
    • Order cost-efficient storage system containers to organize office supplies, holiday decorations, and the merchandise closet.
    • Manage the budget for our snack and beverage orders from Costco
    • Offer a variety of coffee options to cater to the preferences of our employees
  • Coordinate food delivery as needed for
    • Meetings
    • Company events
    • Personal orders
  • Ensure the office space is consistently maintained to the highest standards of appearance
    • Setup and remove holiday and event decorations
    • Well-kept and aesthetically pleasing office lobby
    • Maintain order in storage and merchandise rooms
    • Maintain and clean the refrigerator when needed
    • Stock snacks and coffee area
  • Provide administrative assistance
    • Order business cards for staff and occasionally contractors
    • Create FedEx shipping labels and coordinate gifts and celebrations for employee anniversaries/birthdays for the Americas region
    • Taking meeting minutes as needed
    • Main point of contact with building management
    • Communicate building notices received to staff
    • Submit building maintenance requests – lighting, HVAC, common facilities, and elevator malfunctions.
    • Assist with contractor engagement such as happy hour setup (merchandise items, raffle tickets goodie bags, etc.), purchase raffle prizes and baskets
    • Print office posters
    • Oversee vendor relations
      • Obtain quotes
      • Identify cost-effective new merchandise to enhance contractor welcome boxes.
      • Purchasing appliances and office furniture
    • Ensure all credit card purchases are reconciled on a monthly basis and correctly coded for the finance department
  • Act as the contact point for organizing and coordinating all company events, parties, and incentives, which includes:
      • Research options that will fit the event and the budget
      • Provide ideas for management to choose from.
      • Communicate with vendors to obtain the list of services and the quotes
      • Present at least three quotes to the management in an easy-to-understand presentation
  • Oversee and ensure efficient, cost-effective functioning of premises infrastructure
    • Maintain Green Mark requirements
    • Document Shredding
    • Recycling
    • Energy Saving lighting in suite
  • Staff welfare and Belong Group activities
    • participate in biweekly Belong Group meetings to drive morale and office culture
    • Bring ideas for monthly in office events
    • Decorate the office for the events (taking down decorations)
    • Coordinate merchandise, office t-shirts for any global events for the Americas region
  • Office safety support
    • Support global offices with the audits to maintain the necessary accreditations
    • Work with the safety team to distribute any communication to the office
    • Work with the safety team to ensure the office meets safety standards
    • Schedule trainings for the office for fire marshal and CPR to ensure the office has the required amount of certified team members
    • Main point of contact for the building to distribute any communication regarding safety and building closures, holiday events, inclement weather and emergency preparedness drills.
  • Perform other duties as assigned by management
Qualifications


 		 Office admin experience preferred
Strong time-management and people skills, flexibility, and multitasking ability
Engaging personality and optimistic outlook
Ability to handle confidential information
Proficient in Microsoft Office (i.e. Excel, Word, PowerPoint, Outlook)
 

 
Valerie Burton

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