Administrative & Facilities 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

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.