Office Specialist (Houston / Baytown, TX)

Marmon Holdings, Inc.•Baytown, TX

8h•Hybrid

About The Position

The Office Specialist provides comprehensive administrative and operational support to ensure the efficient day-to-day functioning of the branch. This role serves as a central resource for reception services, office coordination, company asset administration, employee onboarding support, and cross-functional communication. The Office Specialist supports branch leadership and employees by managing key administrative processes, maintaining accurate records, coordinating resources, and delivering exceptional customer service to internal and external stakeholders.

Requirements

High school diploma or equivalent required
Minimum of 2–4 years of administrative, office support, or branch operations experience required
Proficiency with Microsoft Office applications, including Outlook, Word, and Excel
Ability to work independently while collaborating effectively with cross-functional teams
Ability to sit, stand, walk, and use office equipment for extended periods
Occasional lifting and carrying of office supplies, packages, and equipment up to 25 pounds
Ability to move throughout the branch and storage areas as necessary to support operational needs

Nice To Haves

Associate degree in Business Administration or a related field preferred
Experience supporting multiple departments or locations preferred
Experience with asset tracking, onboarding coordination, or purchasing processes is beneficial

Responsibilities

Provide administrative support to the Branch Manager and branch leadership team.
Serve as the primary point of contact for general office inquiries and requests.
Maintain organized branch records, files, and documentation in accordance with company standards.
Coordinate meeting logistics, scheduling, and other administrative activities as needed.
Assist with special projects and additional duties to support branch operations.
Serve as the first point of contact for visitors, customers, vendors, and employees entering the branch.
Professionally greet guests, determine the purpose of their visit, and direct them to the appropriate individual or department.
Answer and manage incoming telephone calls, ensuring inquiries are handled promptly and routed appropriately.
Maintain visitor logs and ensure adherence to company security and visitor procedures.
Coordinate conference room scheduling and assist with preparing meeting spaces as needed.
Receive and distribute incoming mail, packages, and deliveries.
Support a professional and welcoming front office environment by maintaining the reception area and common spaces.
Provide backup reception coverage during employee absences, breaks, or periods of increased activity.
Coordinate the issuance, replacement, and collection of company fuel cards.
Maintain accurate records of assigned fuel cards and employee acknowledgments.
Monitor fuel card inventory and communicate discrepancies or concerns to management.
Partner with Accounting and Operations to support fuel card audits and reporting requirements.
Manage company-issued cell phones, tablets, and related accessories.
Coordinate device setup, upgrades, replacements, repairs, and returns.
Maintain accurate records of device assignments, serial numbers, and user agreements.
Serve as a liaison with vendors and internal IT resources regarding mobile device needs.
Administer branch tracking and accountability of company-owned technology assets, including laptops, tablets, cell phones, and related equipment.
Ensure proper documentation of asset issuance and return during onboarding and offboarding activities.
Conduct periodic audits of assigned equipment and maintain current inventory records.
Coordinate with Information Technology to support equipment deployments and recoveries.
Provide phone coverage and administrative support for the Lake Charles, Beaumont, and Houston branch locations as assigned.
Professionally manage incoming calls, direct inquiries, and relay messages to appropriate personnel.
Support effective communication between branch locations and corporate departments.
Prepare and submit purchase order requisitions in accordance with company procedures and approval requirements.
Monitor requisition status and follow up on approvals when necessary.
Maintain supporting documentation and records related to purchases and expenditures.
Coordinate administrative aspects of the new hire onboarding process.
Prepare onboarding materials, equipment requests, and required documentation.
Collaborate with Human Resources, hiring managers, and IT to ensure a seamless onboarding experience.
Track completion of onboarding tasks and escalate outstanding items as needed.
Coordinate incoming and outgoing shipments for the branch.
Receive, inspect, and distribute deliveries to appropriate recipients.
Prepare shipping documentation and arrange courier or freight services as required.
Maintain records of shipped and received items and address discrepancies when identified.
Receive and coordinate branch maintenance requests.
Track maintenance requests through completion and maintain related records.
Support branch leadership in ensuring a safe, organized, and functional work environment.
Monitor office supply inventory levels and maintain adequate stock.
Research, order, and distribute office supplies while adhering to budget guidelines.
Identify opportunities for cost savings and efficient resource utilization.