Office Coordinator - Sales Admin

FastTek Global; Dallas (TX); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical and dental

Vision

PTO program

Long Term Disability

Life Insurance

401(k) with company match

Job summary

FastTek Global is seeking an Office Coordinator in Dallas to greet visitors, manage onboarding, coordinate meetings, and handle travel, shipping, and supplies. You will support HR, IT, and facilities, ensuring smooth daily operations and prompt issue resolution.

You will also assist with invoicing, PO processing, and cross‑functional coordination for projects, pricing, and vendor interactions, contributing to a professional workplace experience.

Responsibilities

• Greets all incoming employees, guests and visitors. Ensures all guests and visitors are promptly and professionally engaged and all appropriate paperwork is in order including but not limited to, visitor logs, Non-Disclosure Agreements (NDA), visitor badges, local travel information, etc.
• Supports meeting logistics as requested which includes conference room scheduling, business meals, coffee, video conferencing set-up, Teams, etc.
• Orders and maintains office supplies, break-room supplies and other sundries for normal office operation and maintains the break-room as needed.
• Creates and tracks Requests for Authorization (RFA), work orders and obtain quotes from specified vendors. Invoice processing for contractors and suppliers, ensuring all payments processed are tracked and complete prior to closure of payments.
• Coordinates travel arrangements for company staff as requested.
• Provides prompt support to employees and guests for all aspects of office operation and logistics.
• Manage shipping and receiving of all packages at location. Communication and distribution of mail/packages as required.
• Report and communicate building maintenance issues to FH Facilities Manager and local building management representative.
• Supports Human Resources (HR) department when requested for various functions within such as meetings, celebrations, co-op student screening, etc.
• Collaborates with other departments and functions as needed.
• Supports Pricing Setup, Invoicing, and PO Processing using systems such as Ariba or SAP.
• General Coordination for Sample, Service Parts and tooling.
• Supports Execution and Payment processing of Time & Materials contracts.
• Work in collaboration with Customer Care & Sales teams to ensure timely payment processing and order tracking to fulfillment.
• Organization of PO's, Award letters and operational data storage.
• Provide support for Special projects such as tariffs, new business pursuit, or ad hoc reporting.

Job description

• Greets all incoming employees, guests and visitors. Ensures all guests and visitors are promptly and professionally engaged and all appropriate paperwork is in order including but not limited to, visitor logs, Non-Disclosure Agreements (NDA), visitor badges, local travel information, etc.
• Supports meeting logistics as requested which includes conference room scheduling, business meals, coffee, video conferencing set-up, Teams, etc.
• Orders and maintains office supplies, break-room supplies and other sundries for normal office operation and maintains the break-room as needed.
• Creates and tracks Requests for Authorization (RFA), work orders and obtain quotes from specified vendors. Invoice processing for contractors and suppliers, ensuring all payments processed are tracked and complete prior to closure of payments.
• Coordinates travel arrangements for company staff as requested.
• Provides prompt support to employees and guests for all aspects of office operation and logistics.
• Manage shipping and receiving of all packages at location. Communication and distribution of mail/packages as required.
• Report and communicate building maintenance issues to FH Facilities Manager and local building management representative.
• Supports Human Resources (HR) department when requested for various functions within such as meetings, celebrations, co-op student screening, etc.
• Collaborates with other departments and functions as needed.
• Supports Pricing Setup, Invoicing, and PO Processing using systems such as Ariba or SAP.
• General Coordination for Sample, Service Parts and tooling.
• Supports Execution and Payment processing of Time & Materials contracts.
• Work in collaboration with Customer Care & Sales teams to ensure timely payment processing and order tracking to fulfillment.
• Organization of PO's, Award letters and operational data storage.
• Provide support for Special projects such as tariffs, new business pursuit, or ad hoc reporting.

Sales Coordination

• Supports Pricing Setup, Invoicing, and PO Processing using systems such as Ariba or SAP.
• General Coordination for Sample, Service Parts and tooling.
• Supports Execution and Payment processing of Time & Materials contracts.
• Work in collaboration with Customer Care & Sales teams to ensure timely payment processing and order tracking to fulfillment.
• Organization of PO's, Award letters and operational data storage.
• Provide support for Special projects such as tariffs, new business pursuit, or ad hoc reporting.

Communication And Presentations

• Coordinates and communicates internal and external information for meetings and presentations. Composes correspondence, memorandums and other communication material as needed.
• May be asked to capture and distribute meeting minutes.
• Creates formal presentations and other documents using Power Point, Excel, Word, Visio, etc. as requested.
• On-Boarding Support: Submits and tracks the status of onboarding requests as needed. Ensures new team members have all necessary items on first day of work which includes computer, entry badge, desk space, etc. Promptly alert management of any issues.

IT Technology And Facilities Support

• Coordinates with the Information Technology (IT) department office with IT related issues.
• Submits IT tickets as needed and escalates when necessary to ensure office IT infrastructure is working smoothly.
• Coordinates with Facilities department as needed to maintain and resolve any facility related items. Other Duties Utilizes office equipment such as badge system, copy machines, computers, etc. as assigned. Interprets and complies with Company policies, procedures, and regulations.
• Performs other related duties as assigned.

Additional Information

At FastTek Global, Our Purpose is Our People and Our Planet. We come to work each day and are reminded we are helping people find their success stories. Also, Doing the right thing is our mantra. We act responsibly, give back to the communities we serve and have a little fun along the way.

We have been doing this with pride, dedication and plain, old-fashioned hard work for 24 years !

FastTek Global is a financially strong, privately held company that is 100% consultant and client focused , operating in nearly half of the states in the U.S., Europe and India.

We’ve differentiated ourselves by being fast, flexible, creative and honest. Throw out everything you’ve heard, seen, or felt about every other IT Consulting company. We do unique things and we do them for Fortune 10, Fortune 500, and technology start-up companies.

Benefits

Our benefits are second to none and thanks to our flexible benefit options you can choose the benefits you need or want, options include:

• Medical and Dental (FastTek pays majority of the medical program)
• Vision
• Personal Time Off (PTO) Program
• Long Term Disability (100% paid)
• Life Insurance (100% paid)
• 401(k) with immediate vesting and 3% (of salary) dollar-for-dollar match

Plus, we have a lucrative employee referral program and an employee recognition culture.

FastTek Global was named one of the Top Work Places in Michigan by the Detroit Free Press in 2013, 2014, 2015, 2016, 2017, 2018, 2019, 2020, 2021, and 2022!

AI & Hiring Disclosure

We use AI tools to support parts of our hiring process, such as reviewing applications and identifying potential matches. These tools are designed to promote efficiency, consistency, and fairness, and they are always used under human oversight.

All personal data collected is used solely for recruitment purposes, and you have the right to know, access, or request deletion of your data at any time, subject to legal limits.

If AI will be used in a video interview, you'll be informed in advance and asked for your consent, with the option to opt out.

Our tools are regularly reviewed to detect potential bias and to ensure compliance with all applicable laws and our commitment to inclusive hiring.

To learn more or exercise your rights, please contact us at [e-mail].

To view all of our open positions go to: https://www.fasttek.com/fastswitch/findwork

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