Office Coordinator

Jobtailor; Houston (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Jobtailor in Houston is seeking an experienced administrative professional to report to the Chief Technology Officer. You will manage calendar, coordinate travel, handle inquiries, and provide comprehensive office support to ensure smooth operations.

The role requires 5–8 years in admin/EA, strong MS Office skills, and excellent written and verbal communication. You will maintain records, assist with meetings, and support marketing literature and events.

Qualifications

• 5–8 years in an administrative/executive assistant or office coordinator role.
• Experience supporting senior leadership is a plus.
• Strong organizational skills with attention to detail and multitasking ability.
• Excellent written and verbal communication.

Responsibilities

• Report to the Chief Technology Officer and support daily operations.
• Answer calls, route inquiries, and greet visitors according to HSE procedures.
• Provide admin support: data entry, calendar management, minutes, filing, and expenses.
• Format, update, and maintain internal policies and contact lists.
• Coordinate travel, teleconferences, meetings, and events.
• Administer contracts and document management for records.
• Support market research, literature, proposals, and bid responses.

Skills

Executive communication

MS Office proficiency

Calendar management

Data entry

Meeting minutes

Travel coordination

Document management

Time management

Multitasking

Team collaboration

Education

Bachelor-level Business Administration or Office Management

Diploma in Office Management

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

• Report to the Chief Technology Officer
• Execute daily administrative functions to ensure smooth and efficient business operations
• Answer incoming calls and route inquiries
• Respond to general information requests
• Greet and orient visitors regarding HSE procedures
• Provide administrative support including data entry, calendar management, meeting minutes, filing, photocopying, faxing, and expense reconciliations
• Format and update internal policies, programs, and procedures
• Maintain internal and external contact lists
• Distribute employee communications and facility bulletins
• Serve as a first point of contact for phone system and IT inquiries, including new employee setup
• Administer contracts and document management for internal, client, and vendor records
• Coordinate leadership and staff travel bookings
• Plan and coordinate teleconferences, meetings, client functions, and special events
• Maintain assigned databases and systems accurately
• Manage incoming and outgoing correspondence
• Provide backup support for import/export processes during emergency events
• Assist with marketing literature, presentations, RFPs, proposals, and bid responses
• Coordinate participation in trade shows, SPE Conferences/Technology forums, and job fairs
• Support market research projects
• Maintain office and kitchen supply inventories
• Liaise with janitorial staff, maintenance providers, and building management
• Assign keys, access cards, and alarm codes
• Promote and comply with Company and Client HSE, operational, and QA procedures
• Perform other assigned special projects, duties, and activities

Requirements

• 5-8 years in an administrative/executive assistant or office coordinator role
• Prior experience supporting senior leadership (director-level or above) is a plus
• Degree or diploma in Business Administration – Office Management or a related field
• Quality minded and service-oriented team player with proven organizational skills, including time management, attention to detail, prioritization, and multitasking
• Ability to work effectively independently and willingness to learn in a fast paced, diverse environment
• Capacity to work cooperatively and effectively with others to set goals, resolve problems and maintain positive working relationships internally and externally
• Excellent executive-level written, verbal, and interpersonal communication skills
• Advanced proficiency with all MS Office applications, especially Word, Excel, and Outlook
• Proficiency with general office equipment

Core Competencies

Demonstrates strong organizational and administrative capabilities, with advanced proficiency in MS Office applications and a focus on quality service and effective communication. Proven ability to support senior leadership and manage diverse office functions efficiently.

Highest-signal resume keywords

• 5-8 Years Administrative Experience
• Support Senior Leadership
• Advanced MS Office Proficiency
• Organizational Skills
• Excellent Communication Skills

ATS Optimization Keywords

Hard Skills

• Data Entry
• Calendar Management
• Meeting Minutes
• Expense Reconciliation
• Document Management
• Office Coordination
• Teleconference Planning
• Market Research Support
• Inventory Management
• General Office Equipment Proficiency

Soft Skills

• Quality Minded
• Service-Oriented
• Team Player
• Attention to Detail
• Time Management

Certifications & Qualifications

• Degree in Business Administration
• Diploma in Office Management

Industry Keywords

• HSE Procedures
• Operational Procedures
• QA Procedures
• Client Communications
• Vendor Records