Lead Office Coordinator

Kent•Corpus Christi, TX

11h•Onsite

About The Position

Kent is looking for a Lead Office Coordinator to be based in Corpus Christi, TX and support our Corpus Christi operations. You will help with facilities & building management, event management and planning, vendor management, travel coordination, administrative tasks and general office administration. Most importantly, you will help us make the Kent environment a place where everyone feels welcomed and wants to work in!

Requirements

Minimum 8 years in administrative roles, ideally combining PA/Executive Assistant and Office Manager experience.
Previous experience assisting in preparing and developing an office budget as well as identifying cost saving opportunities.
Previous experience running reports and providing insights to leadership to support decision making on office spending.
Demonstrated experience with event planning for internal/external stakeholders.
Advanced knowledge and skills in Microsoft Office, specifically Word, Excel, PowerPoint, Outlook and Teams.
Computer proficiency with general knowledge of networks and issue troubleshooting.
Strong written and verbal communication; professional phone manner.
Excellent organizational and time management skills with the ability to prioritize in a fast-paced environment.
High level of discretion and confidentiality.
Problem solving mindset and proactive approach.
Flexible to accommodate occasional out of hours availability for urgent leadership needs.
Reliable, discreet and trustworthy.
Calm under pressure with excellent attention to detail.
Personable and able to interact with staff, client and vendors professionally.
Self-motivated and able to work independently.
Observe the Health, Safety, Sustainability, Environment and Quality rules of the Company; it’s clients and the governing authorities of the host country.

Nice To Haves

College diploma in Business Administration or equivalent is preferred but not mandatory.

Responsibilities

Oversee daily administrative operations to ensure the office runs efficiently and professionally.
Support leadership, coordinate staff, manage vendors, and maintain systems that keep the organization organized and productive.
Oversee day-to-day office activities and workflow.
Maintain Kent office policies and procedures.
Support executive leadership with scheduling, reporting, and communications.
Organize meetings, prepare agendas, and document notes.
Maintain records, files, and documentation systems.
Serve as point of contact for internal staff and external partners.
Promote collaboration and ensure smooth communication across departments.
Maintain confidentiality of sensitive information.
Monitor deadlines and operational priorities.
Serve as primary liaison with building management, security and facilities service providers.
Manage building accesses, security protocols, parking, visitor systems, and emergency response procedures.
Coordinate facility maintenance, repairs, cleaning services and office equipment (printers, phones, IT issues) through respective teams.
Maintain office floor plan for our Corpus Christi records storage.
Support office inspections, environmental assessments, air quality monitoring and energy consumption tracking.
Point of contact for building emergencies and security issues.
Check the mail.
Support ad-hoc planning, logistics and execution of events for internal celebrations, holiday parties, external client meetings or events.
Organize and lead team building and engagement activities.
Manage office supplies inventory, place orders and negotiate with vendors/suppliers.
Ensure all office kitchen areas remain clean, well-stocked and fully functional.
Ensure compliance with health & safety policies and office procedures.
Monitor & track office expenses.
Categorize costs (e.g., office supplies, utilities, cleaning services, equipment leases, subscriptions, team events, travel for admin purposes) and flag any variances or overspending early.
Process and manage invoices, payments and reimbursements.
Handle accounts payable for office vendors and approve expense reports (staff petty cash or small purchases).
Reconcile receipts and ensure timely payments to avoid penalties.
Verify all spending follows company policies, legal requirements and any tax guidelines, preventing unauthorized purchases and maintaining audit-ready records.
Assist with basic HR tasks (on-boarding new employees, employee off-boarding process, reporting, timesheet support and internal communications).
Support document control duties as requested.
Assist with employee flight bookings, hotels and car rentals and update company travel portal.
Perform other ad-hoc tasks as needed or directed by the supervisor or management.