Office Coordinator

Job description

Job Summary: Reporting to the Chief Technology Officer, this position is responsible for the daily execution of all administrative aspects required to ensure smooth and efficient business operations. Job scope will include various functions including Sales & Marketing, Facilities and general administrative support. This position will be onsite. Duties & Responsibilities: Reception: Answer incoming calls courteously and route inquiries to the right person. Reply to general information requests with accurate information. Greet visitors and appropriately orient them on all HSE procedures. General Administrative Support: Provide general administrative support to leadership team and other staff including data entry, calendar management, taking meeting minutes, filing, photocopying, faxing, and expense reconciliations. Format and update internal documentation (policies, programs, procedures) for accuracy and currency. Maintain current internal and external contact lists. Distribute general employee communications (announcements, service anniversaries, facility bulletins). Serve as a first point of contact for phone system and IT inquiries, including new employee set up. Administer contracts and document management practices for all internal, client, & vendor records. Coordinate with the Corporate Travel team for travel booking for leadership team and other staff including flights, accommodations, and vehicle rentals. Plan and coordinate teleconferences, meetings, client functions, and special events both on and offsite. Maintain assigned databases and systems with a high level of accuracy. Manage all incoming and outgoing correspondence promptly. Tertiary / backup point of contact for import/export process in emergency events whereby the primary and secondary contacts are unavailable . Sales & Marketing Support : Assist or coordinate creation of marketing literature and presentations, assembly of RFP, proposals or bid responses. Coordinate participation in trade shows, SPE Conferences/Technology forums or job fairs as required. Support market research projects. Facilities: Maintain up to date inventory of office and kitchen supplies. Liaise with janitorial staff, maintenance providers, building management. Assign of keys, access cards, or alarm codes as required. Actively promote and comply with the Company and Client HSE, operational and QA procedures and work instructions to ensure a safe and efficient operation. Perform various other special projects, duties, and activities assigned. Required Qualifications (including Licenses/Certifications): 5-8 years in an administrative/executive assistant or office coordinator role. Prior experience supporting senior leadership (director-level or above) is a plus. Degree or diploma in Business Administration – Office Management or a related field. Quality minded and service-oriented team player with proven organizational skills including time management, attention to detail, capacity to prioritize by assessing situations to determine urgency, and the ability to multi-task. Ability to work effectively independently and willingness to learn in a fast paced, diverse environment. Capacity to work cooperatively and effectively with others to set goals, resolve problems and maintain positive working relationships with others both internally and externally. Excellent executive level written, verbal, and interpersonal communication skills. Advanced proficiency with all MS Office applications with a focus on Word, Excel, and Outlook as well as general office equipment.