Proactive Office & Operations Coordinator

FPT Americas; Richardson (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

FPT Americas is seeking an Office Coordinator to support daily office operations, administrative processes, and cross-team coordination in the Dallas area. This hands-on role requires strong organization, follow-up, and the ability to keep tasks moving efficiently.

You will manage front desk duties, office supplies, travel logistics, vendor documents, and basic accounting-related tasks while maintaining organized records and ensuring smooth coordination across teams.

Qualifications

• Experience with front desk and visitor handling.
• Experience managing office supplies and travel logistics.
• Familiarity with vendor management and contract/document routing.

Responsibilities

• Provide front desk support in the Dallas office, including greeting visitors, handling mail and deliveries, and assisting with basic office requests.
• Manage day-to-day office operations, including supplies, snacks and drinks, workspace organization, and basic equipment upkeep.
• Coordinate office purchasing, including office supplies, business cards, shipping, and other administrative or event-related orders.
• Support fixed asset and accounting administrative tasks, including tracking laptop shipments and returns, labeling, receipt filing, and submitting complete expense packages to Accounting.
• Prepare and process administrative contracts and document packages for clients, contractors, and vendors; route documents for signature and maintain organized final records.
• Collect and track vendor documents such as W-9s, certificates of insurance, and other required forms; follow up until all documentation is complete before payment or contract execution.
• Manage Concur and other admin/accounting tools, including user setup, access updates, basic troubleshooting, receipt review, and tracker maintenance; escalates issues to Accounting or IT when needed.
• Coordinate travel logistics, including flights, hotels, itineraries, and related travel support for employees.
• Support event planning by sourcing venues and vendors, collecting quotes, comparing options, and coordinating logistics with internal teams.
• Handle administrative purchases and maintain clear, accurate tracking of orders, deliveries, and usage.

Skills

Detail-oriented

Proactive

Strong organizational skills

Cross-team coordination

Tools

Concur

Job description

FPT Americas is seeking an Office Coordinator to support daily office operations, administrative processes, and cross-team coordination in the Dallas area. This hands-on role requires strong organization, follow-up, and the ability to keep tasks moving efficiently.

You will manage front desk duties, office supplies, travel logistics, vendor documents, and basic accounting-related tasks while maintaining organized records and ensuring smooth coordination across teams.