Office Coordinator - The Woodlands, United States - Deep Blue

Description

Summary The Office Coordinator will coordinate office activities and operations, while providing clerical and administrative support to the management team.

Responsibilities

• Provide administrative support to ensure efficient office operations, organizing meetings, handling correspondence.
• Manages front desk duties (visitor parking validations, greeting guests, etc.)
• Manage conference room schedules and lunch orders as needed
• Coordinate office maintenance and ensure availability of necessary office supplies and equipment.
• Assists in planning and organizing office events, meetings, and conferences (i.e., service anniversaries, birthdays, quarterly town hall meetings, holiday events, special events)
• Assists with drafting and editing office documents, reports, presentations, and correspondence.
• Processing invoices and assisting with office budget tracking.
• Assist Executive team and management with various tasks, including scheduling appointments, arranging travel, and coordinating projects.
• Providing excellent customer service to clients, visitors, and employees.
• Resolve administrative issues and concerns efficiently.
• Maintain Deep Blue phone list and office map
• Procure/replenish of office supplies, snacks, and refreshments
• Prepare office for onboarding and offboarding of employees
• Keep record of all service contracts and renew/change as necessary
• Attend Annually review with HR and landlord provided Operating Lease Reconciliation reports to ensure increases or credits are in alignment with the office lease terms
• Assist with coordinating office moves, onboarding, and offboarding.
• Coordinate with HR on all onsite health, safety and security for the office including managing fire and EAP (evacuation in place) drills. Includes, taking the lead for the annual on-site safety and security review
• Serve as primary point of contact with building landlord and engineering staff.
• Manage relationships with third party vendors (cleaning services, property managers, etc.)
• As needed, assist with office buildouts/ expansions
• Provide executive assistance and administrative support to management team.
• Provide back-up coverage to the office coordinator in the Midland office (remotely)
• Other duties as assigned