Facilities and Office Administrator

NOCO Energy Corp; City of Tonawanda (NY); On-site; USD 28,000 - 32,000; Full time

Job summary

NOCO Energy Corp. is seeking a Facilities and Office Administrator to support leadership and corporate operations in Tonawanda, NY.

The role handles reception, mail, vendor coordination, and event logistics to ensure a smooth, professional workplace experience. The ideal candidate will be proactive, well-organized, and capable of managing multiple priorities in a fast-paced setting while maintaining discretion and attention to detail.

Qualifications

• High school diploma or equivalent.
• Minimum 2 years office experience.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.

Responsibilities

• Greet visitors and welcome guests in a professional manner.
• Serve as the primary point of contact for visitors, deliveries, and office inquiries.
• Notify employees of visitor arrivals, package deliveries, and related matters.
• Maintain reception, conference, training, and common areas in a professional state.
• Support meeting logistics, scheduling, room setup, and catering coordination.
• Maintain office security by following visitor management procedures and issuing temporary badges.
• Receive, sort, distribute, and process mail, packages, and deliveries.
• Coordinate facility maintenance activities and vendor quotes.
• Serve as a liaison with vendors, employees, customers, and executives.
• Coordinate facility operations across locations, including maintenance schedules and work orders.
• Monitor inventories and coordinate purchasing within budget guidelines.
• Track project deadlines and follow up on action items and deliverables.
• Assist with philanthropy initiatives, community engagement, and special projects.

Skills

Verbal communication

Written communication

Customer service

Organization

Time management

Attention to detail

MS Office

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Position:Facilities and Office Administrator

Location: Tonawanda, NY

Job Id:949

# of Openings:1

Title:Facilities and Office Administrator

Compensation:$20.00 - $23.00/hour, based on experience.

About NOCO

Since 1933, NOCO has been a family-owned energy and home services company serving Western New York. We deliver fuels, natural gas, electric supply, solar, HVAC, generators, plumbing, and more to homes and businesses across the region. That includes rural communities that have counted on us for generations. Our culture is built on one simple idea: We Start With Yes.

What We Are Looking For

The Facilities and Office Administrator serves as a central resource supporting leadership, corporate office operations, and facilities administration. This role provides high-level administrative and organizational support while coordinating office services, facility operations, vendor relationships, meetings, events, and employee support activities. The Facilities and Office Administrator plays a key role in ensuring the smooth and efficient operation of the corporate office and is committed to delivering exceptional service to both internal and external stakeholders.

The successful candidate is a polished, professional, and proactive problem solver with strong organizational skills and a customer-focused mindset. This individual must be capable of managing multiple priorities in a fast-paced environment while exercising sound judgment, discretion, and attention to detail. Acting as a key liaison between leaders, employees, vendors, customers, and visitors, the Facilities and Office Administrator helps foster a productive, welcoming, and well-organized workplace experience.

What You Will Do

• Greet and welcome visitors, employees, and guests in a professional and friendly manner.
• Serve as the primary point of contact for visitors, deliveries, and general office inquiries.
• Notify employees of visitor arrivals, package deliveries, and other reception-related matters.
• Maintain reception, conference, training, and common areas to ensure they remain clean, organized, and professional in appearance.
• Support meeting, training, and special event logistics, including scheduling, room setup, cleanup, catering coordination, and maintaining conference room supplies.
• Maintain office security by following visitor management procedures and issuing temporary access badges as needed.
• Receive, sort, distribute, and process incoming and outgoing mail, packages, and deliveries.
• Coordinate facility maintenance activities, including submitting service requests, scheduling repairs, obtaining vendor quotes, tracking project status, and ensuring timely completion of work.
• Serve as a liaison with vendors, contractors, employees, customers, visitors, and executives while handling sensitive and confidential information appropriately.
• Coordinate facility operations across company locations, including preventative maintenance schedules, inspections, work orders, and vendor services.
• Monitor office, facility, and supply inventories; coordinate purchasing and replenishment of office, breakroom, coffee, and operational supplies while maintaining budget guidelines.
• Track facility and office project deadlines, action items, and deliverables, providing follow-up and status updates as needed.
• Assist with company philanthropy initiatives, community engagement activities, and special projects.
• Provide administrative and operational support to various departments to promote efficient office operations and compliance with company policies.

What You Will Need

• High school diploma or equivalent
• Minimum 2 years office experience
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software
• Basic understanding of how to operate standard business equipment.
• Able to sit for prolonged periods at a desk and work on a computer