Office Coordinator

WhiteWater Midstream•Ragley, LA

34d•Onsite

About The Position

As the first point of contact for our Ragley, LA office, this position will represent the company, build internal and external relationships with various stakeholders, and coordinate the day-to-day activities of the office. Selected candidate must have a friendly, positive attitude and demonstrates a professional, respectful, and team-player approach in everyday tasks and interactions.

Requirements

High School Diploma, or equivalent
At least 2 years of related experience
Core business hours are 8 am – 5 pm Monday through Friday. Reliability to keep required work schedule is essential
High proficiency in web applications, search engines and software including Microsoft Office: Outlook, Word, and Excel
Ability to use good judgement, work independently and efficiently complete tasks
Self-starter with high attention to detail and strong project management skills to successfully handle multiple projects at a time
Highest level of professional maturity
Exceptional time-management skills and can adjust quickly to last minute changes
Excellent interpersonal skills, team-oriented and takes direction from senior leaders
Excellent verbal and written communication skills and fluency in English is required

Responsibilities

Answer and direct phone calls as well as sort and distribute mail
Ensure common areas are organized and clean, including breakroom area. General housekeeping activities include preparing coffee, disinfecting countertops, and unloading dishwasher.
Coordinate travel arrangements for leadership teams including flights, driver, hotel, meetings, event registrations, meals, and crafting itineraries as well as remaining flexible to adjust plans as travel details are subject to change on short notice
Proactively anticipate needs of leadership team and practice high degree of discretion with confidential materials and personal information
Organize meetings and company events, manage calendars, and assist with general office and facilities activities
Ensure supply room and breakroom are fully stocked
Check printer paper and toner cartridges daily and restock as needed
Update and distribute employee phone list
Regularly take inventory and manage inventory of supplies in breakroom and supply room
Notify building management of visitors and coordinate with building management on facilities information and maintenance activities
Greet visitors
Assist with planning and coordination of team meetings, interviews, and events. Proactively print prepared materials attached in the meeting invites, order catering if requested, prepare the conference rooms by testing audio and visual equipment for connectivity and ensuring the rooms are neat and orderly before and after meetings
Assist HR and leadership team with interview coordination
Direct invoices to Accounts Payable
Serve as liaison and coordinator for any office IT or networking issues
Quickly respond to requests. Create admin checklists, vendor and inventory lists and identify improvements in processes
Provide notary services
Actively engage with all departments and help with projects, data entry, filing, scanning, reports, organization, and planning
Other ad-hoc responsibilities or projects as needed