Office Coordinator

NES Fircroft; Houston (TX); On-site; USD 42,000 - 52,000; Full time

Job summary

NES Fircroft is seeking a highly organized office administrator to support day-to-day operations across the Americas. You will welcome visitors, manage access and onboarding, handle mail and shipments, coordinate equipment and meeting spaces, and assist with budgets and events.

The role emphasizes attention to detail, strong communication, and a proactive, service-oriented mindset to create a positive workplace experience for employees and guests.

Qualifications

• Experience in office coordination, admin, facilities, or workplace support preferred.
• Attention to detail and ability to manage multiple tasks.
• Strong verbal and written communication across all levels of the organization.
• Customer-focused approach to supporting employees, visitors, and stakeholders.
• Resourceful and proactive in identifying solutions and improving processes.
• Ability to handle sensitive information with discretion and professionalism.
• Proficient use of Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Positive, team-oriented mindset with enthusiasm for great workplace experience.
• Comfortable in a dynamic environment with changing priorities.

Responsibilities

• Support day-to-day office operations across the Americas region.
• Greet visitors, manage sign-in, coordinate arrivals, and provide refreshments.
• Assist with access control and onboarding; coordinate parking and gym access.
• Handle mail, couriers, and domestic/international shipping needs.
• Coordinate equipment shipments, returns, and logistics.
• Schedule rooms, manage calendars, and support events.
• Monitor office supplies and inventory; maintain organized storage.
• Oversee snacks, beverages, and office budgets for programs.
• Arrange catering for meetings and events; coordinate food delivery.
• Maintain a clean, professional office environment and reception areas.
• Provide general administrative support including meeting minutes and vendor coordination.
• Build relationships with vendors, obtain quotes, and manage purchases.
• Coordinate building management communications and maintenance requests.
• Plan and execute company events within budget; engage contractors as needed.
• Track office expenditures and coding for finance processes.

Skills

Office Administration

Organisation Skills

Communication Skills

Customer Service

Problem-Solving

Confidentiality

MS Office

Positive Attitude

Adaptability

Tools

Microsoft Office

Job description

At NES Fircroft, we are looking for a highly organised and proactive professional to support the day-to-day operations of our office and help create an exceptional workplace experience. This role is ideal for someone who thrives in a fast-paced environment, enjoys working with people, and takes pride in ensuring everything runs smoothly behind the scenes. You will play a key role in supporting employees, visitors, facilities, events, and business operations across the Americas region.

What You'll Be Doing:

• Visitor Management: Welcome visitors and new hires, coordinate sign-in procedures, notify employees of arrivals, provide refreshments, and ensure a professional and positive office experience.
• Access & Onboarding Support: Manage building and suite access through the Avigilon Alta system, support new employee onboarding requirements, coordinate parking and gym access documentation, and manage access deactivation for departing employees.
• Mail & Shipping Coordination: Handle incoming and outgoing mail, courier services, and deliveries while supporting domestic and international shipping requirements across multiple business functions.
• Equipment & Logistics Support: Assist with laptop and mobile device shipment coordination, support equipment returns, and facilitate operational logistics across the Americas region.
• Meeting & Calendar Coordination: Schedule conference rooms, arrange meeting spaces, update calendars, and collaborate with building management for larger meeting and event requirements.
• Office Supplies & Inventory Management: Monitor stock levels, manage office supply orders, maintain organised storage areas, and ensure workspaces remain fully equipped and functional.
• Refreshments & Workplace Experience: Oversee snack, beverage, and coffee programmes while managing budgets and ensuring a variety of options are available for employees and visitors.
• Catering & Food Coordination: Arrange food deliveries for meetings, company events, and other office-related activities as required.
• Facilities Management: Maintain a clean, organised, and professional office environment, including communal areas, storage spaces, kitchens, and reception areas.
• Administrative Support: Coordinate business card orders, create shipping labels, organise employee recognition initiatives, take meeting minutes, and support a wide range of administrative activities.
• Vendor & Supplier Management: Build and maintain relationships with vendors, obtain competitive quotations, manage purchases, and identify cost-effective solutions that support business objectives.
• Building & Maintenance Coordination: Act as the primary liaison with building management, communicate building updates, submit maintenance requests, and coordinate premises-related services.
• Event Planning & Execution: Organise company events, celebrations, incentives, contractor engagement activities, and office cultural initiatives while ensuring delivery within budget.
• Budget & Financial Administration: Track office-related expenditures, reconcile company credit card purchases, and ensure accurate coding and reporting for finance processes.
• Sustainability & Compliance Support: Support Green Mark requirements, recycling initiatives, document shredding programmes, and energy-saving measures across the office.
• Employee Engagement Activities: Partner with the Belong Group to support employee wellbeing, drive engagement initiatives, coordinate office events, and promote a positive workplace culture.
• Safety & Emergency Preparedness: Coordinate office safety training, support audits and accreditation requirements, distribute safety communications, and act as the primary contact for building safety notifications and emergency preparedness activities.
• Additional Responsibilities: Support evolving business needs and undertake other duties as assigned by management.

Why NES Fircroft:

• Global Reach: Join one of the world's leading engineering and technical workforce solutions providers, supporting clients across multiple industries and regions.
• People-Focused Culture: Be part of a collaborative environment that values teamwork, innovation, and employee wellbeing.
• Varied & Impactful Work: Enjoy a diverse role where no two days are the same and where your contributions directly influence workplace experience and operational success.
• Professional Growth: Gain exposure to multiple business functions while developing valuable administrative, coordination, and stakeholder management skills.
• Inclusive Environment: Work within a culture that encourages collaboration, respect, and continuous improvement.

What We're Looking For:

• Office Administration Experience: Previous experience in an office coordination, administrative, facilities, or workplace support role is preferred.
• Organisation Skills: Exceptional attention to detail with the ability to effectively prioritise multiple tasks and deadlines.
• Communication Skills: Strong verbal and written communication abilities with confidence interacting at all levels of the organisation.
• Customer Service Mindset: A welcoming, professional, and service-focused approach to supporting employees, visitors, and stakeholders.
• Problem-Solving Ability: Resourceful and proactive in identifying solutions and improving processes.
• Confidentiality: Ability to manage sensitive information with discretion and professionalism.
• Technical Proficiency: Competent user of Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
• Positive Attitude: An engaging personality, team-oriented mindset, and enthusiasm for creating a great workplace experience.
• Adaptability: Comfortable working in a dynamic environment and responding to changing business priorities.

Who Are We?

NES Fircroft is a leading global workforce solutions provider, partnering with some of the world's largest organisations across the energy, life sciences, power, renewables, chemicals, construction, and infrastructure sectors. With a network spanning multiple countries and decades of industry expertise, we connect clients with the technical talent needed to deliver complex projects safely and successfully. Our success is built on long-term relationships, specialist knowledge, and a commitment to creating opportunities for both our clients and candidates.

Accessibility & Inclusion:

• Equal Opportunity: NES Fircroft is committed to creating an inclusive workplace where everyone is treated with dignity, fairness, and respect.
• Accessibility Support: We welcome requests for reasonable accommodations throughout the recruitment process and employment journey.
• Diverse Perspectives: We value diversity of thought, background, and experience and believe these differences strengthen our organization.
• Belonging Culture: We strive to foster an environment where all employees feel supported, empowered, and able to reach their full potential.

About Us: https://www.nesfircroft.com

Meet The Team: https://www.nesfircroft.com/contact-us

YouTube: https://www.youtube.com/@NESFircroft

LinkedIn: https://www.linkedin.com/company/nes-fircroft/