Office Coordinator

Quanta Government Solutions; Baton Rouge (LA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health coverage

Teladoc

EAP

401(k) Retirement Plan

PTO & Holidays

Education Reimbursement

Job summary

Quanta Infrastructure Solutions Group, LLC (QISG) seeks an Office Coordinator to support daily operations and administrative duties. You will organize documentation, memos, records, and presentations, and provide logistical support for office maintenance.

The role involves greeting visitors, coordinating with internal teams and external partners, and assisting in onboarding, HR, and facilities activities. Travel up to 10% is possible.

Qualifications

• High school diploma, or equivalent.
• 1 year of work experience in an administrative/office coordinator role.
• Bachelor's degree in business administration, communications, or a related field.
• 2-3 years of work experience in an administrative/office coordinator role.

Responsibilities

• Retrieves and distributes information from records, email, faxes, minutes, and other related documents; prepares written summaries of data and makes formal hard copy records, when needed.
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Responds to and resolves administrative, office and facilities/internal operations inquiries and questions.
• Drafts reports, memos, letters, and other documents related only to Internal Operations using MS Office and Visio.

Skills

Self-starter

Attention to detail

Communication skills

Time management

Education

High school diploma

Bachelor's degree in business/communications

Tools

Microsoft Office

Job description

About Us

QISG leverages Quanta’s comprehensive resources to deliver collaborative solutions for our partners' energy infrastructure needs. We use in-house talent, expertise and resources to plan, design, engineer, manage, conduct maintenance on and construct projects.

Our turnkey service capabilities provide our customers with efficiency, consistency, attention to detail and safe execution. The QISG team brings together Engineering, Safety, Quality, Material Procurement, QA/QC, Right-of-Way Acquisition, Scheduling, Environmental Planning, Permitting, Title and Land Management expertise that ensure outstanding results for our clients.

About this Role

Quanta Infrastructure Solutions Group, LLC (QISG), a Quanta Services, Inc. company (NYSE: PWR) is looking for an Office Coordinator will provide direct support to the QISG team in various functions of daily operations and administrative duties. This will include organizing office-related documentation, memos, records, presentations, etc.. In addition, the Office Coordinator will provide logistical support for office maintenance. The Office Coordinator will greet and provide general support to all visitors and office personnel, develop, and implement office procedures to ensure that operations run smoothly, and liaison/coordinate with internal and external stakeholders as appropriate.

What You'll Do

Duties

• Retrieves and distributes information as requested from records, email, faxes, minutes, and other related documents; prepares written summaries of data and makes formal hard copy records, when needed
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution
• Responds to and resolves administrative, office and facilities/Internal Operations inquiries and questions
• Drafts reports, memos, letters, and other documents related only to Internal Operations using relevant computer applications (MS Office, Visio, etc.)
• Collaborates with various departments to assist with the drafting of Internal Operations-related presentations, ensuring materials are completed, organized, and reviewed
• Coordinates and schedules travel, meetings, interviews, and appointments for VP of Global Supply Chain or other members of the QISG Senior Leadership Team, as requested and approved by Internal Operations Director
• Coordinates meetings for Internal Operations only – both internal and with external (visiting) customers
• Maintains office supplies inventory; anticipates supplies needs; places and expedites supply orders and verifies receipts
• Monitors snack and beverage availability, restocking and reordering as needed
• Ensure common areas, meeting rooms and offices are clean and orderly prior to meetings
• Maintains workspaces, during onboarding, offboarding, and office moves (setting up workspaces for onboarding, ensuring during offices moves desks are orderly, and cleaning/sanitizing workspaces during offboarding and office moves)
• Maintains the office condition and arrange necessary facilities repairs
• Acts as the designated fire warden, ensuring the office meets all safety protocols and fire codes
• Serves as the point of contact for facilities and maintenance requests, liaising with vendors or building management to ensure timely responses to issues
• Facilitates/manages QR Code system and related Request Forms for office replenishment needs for supplies, snacks/beverages, facilities needs
• Ensures that all Internal Operations-related items are invoiced/expensed and paid on time
• Backup management of visitor badge tracking and maintain an accurate log of office visitors, verifying credentials and assisting with visitor orientations on safety, as necessary
• Backup processes badge requests (new and replacement)
• Assists HR in the onboarding process for new hires, as necessary
• Partners with HR to uphold and maintain office policies as necessary
• Coordinates with IT department on office equipment, as necessary
• Addresses employee queries regarding office/Internal Operations/Facilities management issues
• Assists in planning and execution of Company meetings and employee engagement events, including office celebrations and team-building activities
• Organizes setup and take down of holiday decor in alignment with office guidelines
• Adheres to internal standards, policies, and procedures
• Applies initiative, creativity, logic, and technology to develop and implement approved processes/procedures
• Manages the practices and procedures for retention, protection, retrieval, transfer, and disposal of records
• Performs special projects and completes other duties, as assigned or requested

What You'll Bring

Required Experience and Education

• High school diploma, or equivalent
• 1 year of work experience in an administrative/office coordinator role

Preferred Experience and Education

• Bachelor's degree in business administration, communications, or a related field
• 2-3 years of work experience in an administrative/office coordinator role

Skills

• Self-starter who can work independently while supporting the needs of the team
• Exceptional attention to detail, problem-solving skills, and analytical abilities
• Excellent communication and interpersonal skills (both written and verbal) with proven ability to communicate effectively across all levels of the organization
• Strong organizational and time management skills with the ability to effectively prioritize
• Must be proficient with Microsoft Office

Travel Requirements

• Travel: Yes
• Percent of Time: Up to 10%

What You'll Get

• Competitive Compensation
• Comprehensive Health Coverage - Multiple Medical, dental & vision plans with 100% preventive care
• 24/7 telehealth (Teladoc)
• Employee Assistance Program (EAP)
• Company-funded HSA and pre-tax savings options
• 401(k) Retirement Plan
• No-cost Short- and Long-term Disability
• Employer-paid basic Life & AD&D Insurance
• Paid Time off (PTO) and 10 Paid Holidays
• Paid Parental leave
• Education Reimbursement and Professional Development
• Employee discount program and optional insurance offerings:
  • Identity Theft Protection
  • Accident Insurance
  • Voluntary Life (spouse and child)
  • Critical Illness
  • Hospital Indemnity
  • Pet Insurance

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.