Office Coordinator

Synergis; The Colony (TX); In loco; USD 28.000 - 30.000; Tempo pieno

Descrizione del lavoro

Synergis in Dallas seeks an Office Coordinator - Sales Admin to be the central hub for office operations and sales administration. You will greet visitors, coordinate meetings, manage supplies, and handle RFAs and vendor quotes, while also processing POs and invoices in Ariba and SAP.

The role requires organization, proactivity, and professional representation of the company to employees, guests, and customers alike, with on-site work Monday–Friday in Dallas, TX.

Competenze

• 3+ years in an office coordinator, administrative assistant, sales administration, or similar role supporting a professional office environment.

Mansioni

• Greet all incoming employees, guests, and visitors and manage required paperwork.
• Support meeting logistics including conference room scheduling, meals, and video conferencing setup.
• Order and maintain office and break-room supplies; manage break-room upkeep.
• Create and track RFAs and work orders; obtain vendor quotes.
• Process invoices for contractors and suppliers and ensure timely payments.
• Coordinate travel arrangements for staff.
• Manage shipping/receiving and mail distribution.
• Report maintenance issues to Facilities and building management.
• Support HR activities – meetings, celebrations, and onboarding tasks.
• Provide prompt office operations support and collaborate with other departments.
• Support pricing setup, invoicing, and PO processing using Ariba and SAP.

Conoscenze

Administrative experience

ERP / procurement systems

Microsoft Office

Communication

Organization

Work arrangement

Strumenti

SAP

Ariba

Descrizione del lavoro

Synergis' client is seeking an Office Coordinator - Sales Admin to serve as the operational hub of its Dallas office. The work splits roughly in half between front-office coordination (reception, meeting logistics, vendors, facilities, onboarding) and sales administration (pricing setup, invoicing, PO processing, and order tracking in Ariba and SAP). The right person is organized, proactive, comfortable juggling competing requests, and able to represent the company professionally to employees, guests, and customers alike.

Office Coordinator - Sales Admin | Background and Scope

• Office Coordination Greet all incoming employees, guests, and visitors, ensuring each is promptly and professionally engaged and that all required paperwork is in order - visitor logs, Non-Disclosure Agreements (NDAs), visitor badges, local travel information, etc.
• Support meeting logistics as requested, including conference room scheduling, business meals, coffee service, and video conferencing / Teams setup.
• Order and maintain office supplies, break-room supplies, and other sundries for normal office operation; maintain the break-room as needed.
• Create and track Requests for Authorization (RFAs) and work orders; obtain quotes from specified vendors.
• Process invoices for contractors and suppliers, ensuring all payments are tracked and complete prior to closure.
• Coordinate travel arrangements for staff as requested.
• Manage shipping and receiving of all packages at the location; communicate and distribute mail and packages as required.
• Report and communicate building maintenance issues to the Facilities Manager and local building management.
• Support the Human Resources (HR) department as requested - meetings, celebrations, co-op student screening, and similar functions.
• Provide prompt support to employees and guests on all aspects of office operations and logistics, and collaborate with other departments as needed.
• Sales Coordination Support pricing setup, invoicing, and purchase order (PO) processing using Ariba and SAP.
• Provide general coordination for samples, service parts, and tooling.
• Support execution and payment processing of Time & Materials (T&M) contracts.
• Work with the Customer Care and Sales teams to ensure timely payment processing and order tracking through fulfillment.
• Organize and maintain POs, award letters, and operational data storage.
• Support special projects such as tariff analysis, new business pursuits, and ad hoc reporting.
• Communication, Onboarding, and Technology Support Coordinate and communicate internal and external information for meetings and presentations; compose correspondence, memorandums, and other communication materials as needed.
• Capture and distribute meeting minutes as requested.
• Create formal presentations and documents using PowerPoint, Excel, Word, and Visio.
• Submit and track onboarding requests; ensure new team members have everything they need on day one (computer, entry badge, desk space, etc.) and promptly alert management to any issues.
• Coordinate with IT on office technology issues - submit tickets and elevate as needed to keep office IT infrastructure running smoothly.
• Coordinate with Facilities to maintain the office and resolve facility-related items.
• Operate office equipment such as the badge system, copiers, and computers as assigned; interpret and comply with company policies, procedures, and regulations.
• Perform other related duties as assigned.
• Office Coordinator - Sales Admin | RequirementsAdministrative experience 3+ years in an office coordinator, administrative assistant, sales administration, or similar role supporting a professional office environment.
• ERP / procurement systems Hands‑on experience with SAP and/or Ariba (or a comparable ERP / procurement platform) for invoicing, PO processing, or pricing setup.
• Microsoft Office Strong working proficiency in Excel, Word, and PowerPoint, with the ability to produce polished presentations and documents; Visio exposure a plus.
• Communication Professional, customer‑facing written and verbal communication skills; comfortable composing correspondence and serving as the first point of contact for visitors.
• Organization Proven ability to manage multiple concurrent requests, track open items to closure, and keep records (POs, invoices, award letters) organized and accessible.
• Work arrangement Able to work 100% on‑site in Dallas, TX, Monday - Friday, day shift.
• Office Coordinator - Sales Admin | Preferred Experience supporting a sales, customer care, or order management function in a manufacturing, automotive, or technology environment.
• Exposure to Time & Materials contract administration or payment processing.
• Experience with vendor management - obtaining quotes, work orders, and invoice reconciliation.
• Familiarity with Microsoft Teams for scheduling and video conferencing setup.
• Office Coordinator - Sales Admin | Other Contract role, full‑time hours.
• 100% on‑site in Dallas, TX unless otherwise authorized by the hiring manager.

About Our Client

Our client is an established global automotive technology company that designs and supplies electronics and connected systems to leading automakers. With a long history in the industry and a growing footprint in the U.S., the company is entering an exciting new chapter as an independent organization.

The compensation range for this position is $20 to $22/hr W2

(dependent on factors including but not limited to client requirements, experience, statutory considerations, and location).

*Note: Disclosure as required by the Equal Pay for Equal Work Act (CO), NYC Pay Transparency Law, and sb5761 (WA)

Synergis is proud to be an Equal Opportunity Employer. We value diversity and do not discriminate on the basis of race, color, ethnicity, national origin, religion, age, gender, gender identity, political affiliation, sexual orientation, marital status, disability, military/veteran status, or any other status protected by applicable law.

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the requirements of applicable state and local laws, including but not limited to, the San Francisco Fair Chance Ordinance, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.