Office Coordinator

Quanta Infrastructure Solutions Group, LLC•Spring, TX

About The Position

The Office Coordinator will provide direct support to the QISG team in various functions of daily operations and administrative duties. This will include organizing office-related documentation, memos, records, presentations, etc.. In addition, the Office Coordinator will provide logistical support for office maintenance. The Office Coordinator will greet and provide general support to all visitors and office personnel, develop, and implement office procedures to ensure that operations run smoothly, and liaison/coordinate with internal and external stakeholders as appropriate.

Requirements

High school diploma, or equivalent
2-3 year of work experience in an administrative/office coordinator role
Self-starter who can work independently while supporting the needs of the team
Exceptional attention to detail, problem-solving skills, and analytical abilities
Excellent communication and interpersonal skills (both written and verbal) with proven ability to communicate effectively across all levels of the organization
Strong organizational and time management skills with the ability to effectively prioritize
Must be proficient with Microsoft Office

Nice To Haves

Bachelor's degree in business administration, communications, or a related field
5+ years of work experience in an administrative/office coordinator role

Responsibilities

Retrieves and distributes information as requested from records, email, faxes, minutes, and other related documents; prepares written summaries of data and makes formal hard copy records, when needed
Receives incoming drawings and specifications from vendors and organizes them in the document management system.
Transmits drawing and design packages from internal team and sends to external customers.
Responds to and resolves administrative, office and facilities/Internal Operations inquiries and questions
Drafts reports, memos, letters, and other documents related only to Internal Operations using relevant computer applications (MS Office, Visio, etc.)
Collaborates with various departments to assist with the drafting of Internal Operations-related presentations, ensuring materials are completed, organized, and reviewed
Coordinates and schedules travel, meetings, interviews, and appointments for staff, as requested and approved by Internal Operations Director
Coordinates meetings for Internal Operations only – both internal and with external (visiting) customers
Maintains office supplies inventory; anticipates supplies needs; places and expedites supply orders and verifies receipts
Monitors snack and beverage availability, restocking and reordering as needed
Ensure common areas, meeting rooms and offices are clean and orderly prior to meetings
Maintains workspaces, during onboarding, offboarding, and office moves (setting up workspaces for onboarding, ensuring during offices moves desks are orderly, and cleaning/sanitizing workspaces during offboarding and office moves)
Maintains the office condition and arrange necessary facilities repairs
Acts as the designated fire warden, ensuring the office meets all safety protocols and fire codes
Serves as the point of contact for facilities and maintenance requests, liaising with vendors or building management to ensure timely responses to issues
Facilitates/manages QR Code system and related Request Forms for office replenishment needs for supplies, snacks/beverages, facilities needs
Ensures that all Internal Operations-related items are invoiced/expensed and paid on time
Backup management of visitor badge tracking and maintain an accurate log of office visitors, verifying credentials and assisting with visitor orientations on safety, as necessary
Backup processes badge requests (new and replacement)
Assists HR in the onboarding process for new hires, as necessary
Partners with HR to uphold and maintain office policies as necessary
Coordinates with IT department on office equipment, as necessary
Addresses employee queries regarding office/Internal Operations/Facilities management issues
Assists in planning and execution of Company meetings and employee engagement events, including office celebrations and team-building activities
Organizes setup and take down of holiday decor in alignment with office guidelines
Adheres to internal standards, policies, and procedures
Applies initiative, creativity, logic, and technology to develop and implement approved processes/procedures
Manages the practices and procedures for retention, protection, retrieval, transfer, and disposal of records
Performs special projects and completes other duties, as assigned or requested