Office Coordinator

Quanta Infrastructure Solutions Group, LLC•Baton Rouge, LA

About The Position

Quanta Infrastructure Solutions Group, LLC (QISG), a Quanta Services, Inc. company, is seeking an Office Coordinator to support the QISG team with daily operations and administrative duties. The role organizes office documentation and records, provides logistical support for office maintenance, greets and assists visitors and personnel, develops and implements office procedures, and coordinates with internal and external stakeholders. The Office Coordinator supports Internal Operations through records and document management, correspondence and presentation preparation, meeting and travel coordination, office supplies and facilities management, invoice and expense processing, visitor and badge support, onboarding assistance, and coordination with HR and IT. The role also helps organize company meetings and employee engagement events, maintains office safety and orderly workspaces, and performs special projects and other assigned duties. Travel may be required for up to 10% of the time.

Requirements

High school diploma or equivalent.
At least 1 year of work experience in an administrative or office coordinator role.
Self-starter able to work independently while supporting team needs.
Exceptional attention to detail, problem-solving skills, and analytical abilities.
Excellent written and verbal communication and interpersonal skills, with the ability to communicate effectively across all levels of the organization.
Strong organizational and time management skills, with the ability to prioritize effectively.
Proficiency with Microsoft Office.

Nice To Haves

Bachelor's degree in business administration, communications, or a related field.
2–3 years of work experience in an administrative or office coordinator role.

Responsibilities

Retrieve, distribute, analyze, and summarize information from records, email, faxes, minutes, memos, submissions, reports, and other documents; prepare formal records when needed.
Respond to and resolve administrative, office, facilities, and Internal Operations inquiries.
Draft Internal Operations reports, memos, letters, and other documents using relevant computer applications.
Assist departments with Internal Operations presentations, ensuring materials are completed, organized, and reviewed.
Coordinate and schedule travel, meetings, interviews, and appointments for the VP of Global Supply Chain or other QISG Senior Leadership Team members, when requested and approved by the Internal Operations Director.
Coordinate Internal Operations meetings, including meetings with visiting customers.
Manage office supplies inventory, anticipate needs, place and expedite orders, and verify receipts; monitor and replenish snacks and beverages.
Ensure common areas, meeting rooms, and offices are clean and orderly before meetings.
Set up workspaces for onboarding and office moves, and clean and sanitize workspaces during offboarding and moves.
Maintain office condition and arrange facilities repairs; serve as the point of contact for facilities and maintenance requests and liaise with vendors or building management.
Act as designated fire warden and ensure the office meets safety protocols and fire codes.
Facilitate and manage the QR Code system and related request forms for office supplies, snacks, beverages, and facilities needs.
Ensure Internal Operations invoices and expenses are processed and paid on time.
Provide backup visitor badge tracking, maintain visitor logs, verify credentials, and assist with safety orientations as necessary; provide backup support for new and replacement badge requests.
Assist HR with onboarding and partner with HR to maintain office policies as necessary.
Coordinate with IT on office equipment as necessary and address employee queries about office, Internal Operations, and facilities management.
Assist with planning and executing company meetings and employee engagement events, including celebrations and team-building activities.
Organize the setup and take down of holiday decorations in accordance with office guidelines.
Adhere to internal standards, policies, and procedures; use initiative, creativity, logic, and technology to develop and implement approved processes and procedures.
Manage records retention, protection, retrieval, transfer, and disposal practices and procedures.
Perform special projects and other duties as assigned or requested.

Benefits

Competitive compensation.
Multiple medical, dental, and vision plans with 100% preventive care.
24/7 telehealth (Teladoc).
Employee Assistance Program (EAP).
Company-funded HSA and pre-tax savings options.
401(k) retirement plan.
No-cost short- and long-term disability coverage.
Employer-paid basic life and AD&D insurance.
Paid time off and 10 paid holidays.
Paid parental leave.
Education reimbursement and professional development.
Employee discount program.
Optional identity theft protection, accident insurance, voluntary life insurance for spouse and child, critical illness insurance, hospital indemnity, and pet insurance.