Office Coordinator

Teekay•Houston, TX

1d•Hybrid

About The Position

Established in 1973, Teekay is one of the world’s largest and leading marine energy transportation companies and a vital link in the global energy supply chain. We bring energy where it is needed – anywhere in the world - to power the global economy and to improve people’s lives. Teekay provides these services primarily through its directly-owned fleet and its controlling ownership interests in Teekay Tankers Ltd. (NYSE:TNK), one of the world’s largest owners and operators of mid-sized crude tankers. The consolidated Teekay entities manage and operate total assets under management of approximately $2 billion, comprised of approximately 35 conventional tankers and other marine assets. With offices in eight countries and approximately 2,200 seagoing and shore-based employees, Teekay provides a comprehensive set of marine services to the world’s leading energy companies. We’re looking for our next Office Coordinator As an Office Coordinator, you will play a vital role in ensuring smooth daily operations while supporting the leadership team and operations group. You will lead the planning and execution of office engagement, customer events, and Corporate Social Responsibility (CSR) initiatives that foster a positive workplace culture. You will maintain a comfortable office environment while providing administrative support to the leadership team and employees. Additionally, you will support operations including compliance, employee questions, travel, and audit. This role requires a highly organized self-starter who can juggle multiple priorities and bring energy and attention to detail to everything you do. This role is hybrid which currently includes a mix of working in the office and working from home; however, for the first few months, the individual will be required to be in the office 5 days a week. This role also requires periodic travel to and working from our Freeport base.

Requirements

3+ years of experience in office administrative.
Strong organizational and multitasking abilities with excellent attention to detail.
Self-motivated and proactive with a solutions-driven approach to work.
Excellent interpersonal, verbal, and written communication skills.
Ability to build successful relationships with internal and external stakeholders at all levels.
High degree of integrity, discretion, and ability to handle confidential information.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint).
Positive attitude and ability to adapt to changing priorities in a fast-paced environment.
Strong event planning and coordination skills.

Responsibilities

Ensure smooth daily office operations including facility support liaising with building management, parking and building access, office and kitchen supplies and guest hospitality.
Provide comprehensive administrative support to the leadership team and employees, ensuring consistent and efficient service delivery.
Arrange travel plans and itineraries, calendar management, expense reporting and office invoice processing.
Plan customer and industry events including marketing materials, invitations, promotional items, arranging facilities and catering including offsite events.
Lead the organization of office social events, team-building activities, and corporate meetings in addition to driving initiatives in alignment with our Corporate Social Responsibility strategy
Manage key vendors and office-related services for the Houston Office and Freeport base including office health and safety compliance.
Coordinate the drug & alcohol process through monitoring compliance reports, booking appointments and ensuring records are complete and accurate.
Support work rotation travel requirements for the offshore team including acting as back up for travel bookings, monitoring PO’s and preparing travel letters.
Support operational planning and reporting including monitoring rotation schedules, hours of work and rest reconciliations, performance and training compliance.
Support compliance activities by ensuring operational and training records are kept up to date and accurate and participate in annual internal and external audits.
Assist with ad hoc HR administrative activities as assigned including onboarding, offboarding, company policies, and compliance.
Assist the Director of Operations with ad hoc projects as assigned.