Administrative Coordinator

Wilhelmsen group; Houston (TX); On-site; USD 27,552 - 31,684; Full time

Job summary

Wilhelmsen is seeking an Administrative Coordinator for our Pasadena office. This role serves as the first point of contact for visitors and employees, supporting office operations, HR, and risk management with essential administrative tasks.

You will coordinate front desk activities, mail, and inventory, handle invoices, and assist with facilities maintenance and safety compliance to ensure smooth day‑to‑day operations in a dynamic office environment.

Qualifications

• Minimum 2 years in administrative, office coordination, receptionist, or customer service roles.
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Able to learn new software systems and processes.

Responsibilities

• Serve as the first point of contact for visitors, employees, and vendors.
• Manage front desk operations, visitor access, and badge administration.
• Coordinate mail and shipments; manage inventory of office supplies.
• Process invoices and maintain documentation.

Skills

Administrative support

Communication

Detail oriented

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.

Wilhelmsen is seeking an Administrative Coordinator in our Pasadena office.

The Administrative Coordinator serves as the first point of contact for visitors, customers, and employees while providing administrative support for office operations. This position is responsible for managing reception activities, coordinating office and facilities services, supporting HR and Risk Management with administrative tasks, and ensuring the efficient day‑to‑day operation of the office.

Why Should You Apply?

Fun and diverse workplace

Competitive pay and benefits package

Generous paid time off

Great opportunities for advancement

Office Administration & Reception

• Serve as the first point of contact for visitors, employees, vendors, and contractors while managing front desk operations, visitor access, badge administration, and compliance with company security and safety procedures.
• Receive, sort, distribute, and coordinate incoming and outgoing mail and shipments through FedEx, UPS, and other shipping providers.
• Maintain inventory of office, breakrooms, and vending supplies, coordinate breakroom services, and place routine orders to ensure adequate inventory levels.
• Process invoices and maintain supporting documentation in accordance with company procedures.

Facilities Management

• Coordinate routine facility operations for the Houston office, including maintenance and repair requests, vendor scheduling, work orders, and preventive maintenance tracking.
• Conduct facility walkthroughs to identify maintenance, safety, housekeeping, or operational concerns, and monitor facility supply inventory while coordinating approved purchases.

Risk & Insurance Administration

• Maintain insurance records, Certificates of Insurance (COIs), tracking logs, reports, and related documentation, including requesting and distributing COIs as needed.
• Assist with annual insurance renewal activities by tracking renewal schedules, gathering required information, and coordinating documentation requests.

Qualifications

• High school diploma or equivalent required.
• Minimum of 2 years of administrative, office coordination, receptionist, or customer service experience.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
• Ability to learn new software systems and business processes.

Wilhelmsen provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Compensation Range $20.00 - $23.00 per hourly.