Office Coordinator and Administrative Assistant

Pacifico Energy•Dallas, TX

8d•Onsite

About The Position

We’re looking for an Office Coordinator & Administrative Assistant who enjoys bringing people together and making an office feel welcoming and run smoothly. You’ll join a close-knit, high-performing team in Dallas with a startup mindset: we move quickly, pitch in, and adapt as the business grows. We work hard, celebrate our wins, and make time to have fun together. You’ll help shape the everyday experience of our office, from a warm welcome at reception to thoughtful team events and a workspace people enjoy coming to. You’ll take ownership of office operations, coordinate moves and setup, and support our People team. If you enjoy getting to know people, spotting what needs doing, and bringing order to changing priorities, you’ll have plenty of room to make an impact. This is a full-time, on-site role based at reception. No travel is required.

Requirements

2+ years of experience in office administration, office coordination, reception, or a similar administrative role.
Experience running the day-to-day operations of a busy, in-person office and serving as a professional first point of contact.
Strong organizational skills and attention to detail, with the ability to manage several requests at once.
Experience working with vendors, building management, and service providers, and tracking invoices and expenses.
A welcoming, service-oriented approach and clear written and verbal communication.
Good judgment, initiative, and the ability to solve day-to-day problems independently.
Comfort with Microsoft Office, Google Workspace, calendars, shared drives, and modern office tools; experience with expense, AP, or recruiting systems is a plus.
Discretion when handling confidential employee and business information.
Comfort with a fast-moving startup environment, changing priorities, and pitching in as the team’s needs evolve.

Nice To Haves

Experience with expense, AP, or recruiting systems is a plus.

Responsibilities

Welcome visitors, answer the main phone line, and direct incoming requests to the right people.
Manage visitor check-in, guest access, and building or parking arrangements for guests.
Receive deliveries and manage incoming and outgoing mail, including opening, scanning, distributing, shipping, and tracking packages.
Keep the reception area and front-of-house presentable, organized, and professional at all times.
Walk through shared spaces daily to keep them clean, stocked, and ready for use; coordinate janitorial, facilities, and plant care.
Serve as the main contact with building management for maintenance requests, access badges, keys, and repairs.
Monitor inventory and order office and kitchen supplies within budget; organize refreshments and shared storage areas.
Coordinate conference-room calendars and day-to-day workspace needs.
Coordinate office relocations and reconfigurations, including move timelines, movers, packing and unpacking, and communication with employees and building management.
Coordinate office setup, including furniture, equipment, supplies, and utilities; work with vendors and IT to ensure workstations, meeting rooms, and shared spaces are ready for use.
Troubleshoot routine printer, A/V, and equipment issues and coordinate with our external IT vendor when needed.
Maintain office procedures, emergency contact lists, and safety information, and share office-wide communications.
Serve as the point of contact for local vendors and service providers; track contracts, renewals, invoices, and service requests.
Collect receipts and support monthly expense reporting through our expense and accounts payable tools.
Help ensure reimbursements and vendor requests are submitted accurately and on time; help track office spend.
Assist with corporate entity registrations, compliance filings, and preparation of supporting documents, including CSLB-related filings.
Maintain organized files, folder structures, permissions, and archives in SharePoint and Google Drive.
Provide calendaring, document preparation, and general administrative support to office leadership.
Help build a welcoming, connected office culture: get to know the team, invite ideas and feedback, and turn them into small improvements that help employees feel included and supported.
Coordinate on-site meetings and All-Hands events, including room setup, catering, materials, and A/V.
Plan team gatherings, office celebrations, milestone events, and the annual holiday party that bring people together and recognize team wins.
Book and coordinate flights and hotels for employees and leadership as needed.
Coordinate interview schedules and room bookings, and greet on-site candidates.
Prepare for new hires, including desk setup, equipment, supplies, and first-day logistics.
Provide recruiting support as needed, such as posting roles, maintaining candidate information in recruiting systems, and occasional sourcing or outreach.