Administrative Coordinator - Tours and Records

X-Bow Systems•Luling, TX

8d•Onsite

About The Position

We are seeking an organized and personable Administrative Coordinator to manage our facility tours, site visits, assist with records management, and provide general administrative support. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to multitask efficiently. This role is crucial in maintaining a positive public image of our facility, ensuring proper record-keeping, and supporting smooth office operations.

Requirements

2+ years of experience in administrative roles, preferably in a facility or office setting
Excellent verbal and written communication skills
Strong organizational abilities and attention to detail
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to work independently and as part of a team
Customer service-oriented with a professional demeanor
Flexibility to occasionally work outside of regular business hours for special tours or events

Nice To Haves

Experience with records management systems a plus

Responsibilities

Schedule and coordinate facility tours for visitors, including clients, investors, executives, government officials, and educational groups
Develop and maintain tour scripts and materials
Conduct tours as needed, providing informative and engaging presentations about our facility and operations
Ensure all safety protocols are followed during tours
Collect and analyze feedback from tour participants to improve the experience
Maintain a calendar of tour activities and coordinate with relevant departments
Ensure tours and site visits are communicated to site authorities in a timely and proficient manner
Assist in organizing and maintaining both physical and digital records
Implement and follow records retention schedules
Ensure proper filing and retrieval of documents
Assist with periodic audits of records to ensure completeness and accuracy
Support the digitization of physical records as needed
Help maintain confidentiality and security of sensitive information
Provide general administrative assistance to the office and facilities team
Answer phone calls and emails, directing inquiries to appropriate personnel
Assist with scheduling meetings and managing calendars
Coordinate company visitors with safety, security and training
Prepare and distribute meeting minutes and other documentation
Help with basic data entry and report generation
Manage office supplies and equipment