Administrative Coordinator

Wilh. Wilhelmsen Holding ASA; Tennessee; On-site; USD 27,552 - 31,684; Full time

Benefits offered by this job

Competitive pay

Generous PTO

Career growth

Diverse workplace

Job summary

Wilhelmsen seeks an Administrative Coordinator for its Pasadena office. You will be the front desk contact and provide essential admin support for office operations, HR, and risk management.

Responsibilities include reception, mail handling, inventory, invoicing, and coordinating facilities; you will also assist with COIs and insurance renewals, ensuring smooth day-to-day office functions.

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.

Responsibilities

• Serve as the first point of contact for visitors, employees, vendors, and contractors while managing front desk operations.
• Receive, sort, distribute, and coordinate mail and shipments; manage inventory of office supplies.
• Process invoices and maintain supporting documentation.
• Coordinate routine facility operations, vendor scheduling, and preventive maintenance tracking.
• Maintain insurance records, COIs, and assist with renewal activities.

Skills

Microsoft Office Suite

Adaptability / Learn new software

Education

High school diploma

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

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; request and distribute 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.

Founded in Norway in 1861, Wilhelmsen is now a comprehensive global maritime group providing essential products and services to the merchant fleet, along with supplying crew and technical management to the largest and most complex vessels ever to sail. Committed to shaping the maritime industry, we also seek to develop new opportunities and collaborations in renewables, zero-emission shipping, and marine digitalisation. Supporting a diverse and inclusive workplace, with thousands of colleagues across more than 60 countries, we take innovation, sustainability and unparalleled customer experiences one step further.