Administrative Coordinator

Wilhelmsen group•Houston, TX

11d•$20 - $23•Onsite

About The Position

Wilhelmsen is seeking an Administrative Coordinator in our Pasadena office. The Administrative Coordinator serves as the first point of contact for visitors, customers, and employees while providing administrative support for office operations. This position is responsible for managing reception activities, coordinating office and facilities services, supporting HR and Risk Management with administrative tasks, and ensuring the efficient day-to-day operation of the office.

Requirements

High school diploma or equivalent required.
Minimum of 2 years of administrative, office coordination, receptionist, or customer service experience.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
Ability to learn new software systems and business processes.

Responsibilities

Serve as the first point of contact for visitors, employees, vendors, and contractors while managing front desk operations, visitor access, badge administration, and compliance with company security and safety procedures.
Receive, sort, distribute, and coordinate incoming and outgoing mail and shipments through FedEx, UPS, and other shipping providers.
Maintain inventory of office, breakrooms, and vending supplies, coordinate breakroom services, and place routine orders to ensure adequate inventory levels.
Process invoices and maintain supporting documentation in accordance with company procedures.
Coordinate routine facility operations for the Houston office, including maintenance and repair requests, vendor scheduling, work orders, and preventive maintenance tracking.
Conduct facility walkthroughs to identify maintenance, safety, housekeeping, or operational concerns, and monitor facility supply inventory while coordinating approved purchases.
Maintain insurance records, Certificates of Insurance (COIs), tracking logs, reports, and related documentation, including requesting and distributing COIs as needed.
Assist with annual insurance renewal activities by tracking renewal schedules, gathering required information, and coordinating documentation requests.