Job Description

 Office Coordinator/Administrative Assistant

Schedule: Monday–Friday | 7:30 AM – 4:30 PM or 8:00 AM – 5:00 PM
Location: Downtown Houston, TX (100% onsite) 

Overview

The Office Coordinator serves as the first point of contact for guests while also owning the day-to-day operations and presentation of the office environment. This role goes beyond traditional reception duties to include office coordination, facilities support, inventory management, and employee experience initiatives. The ideal candidate is highly organized, proactive, and takes pride in maintaining a professional, welcoming, and fully operational workplace.

Key Responsibilities

Front Desk & Guest Experience

• Greet and welcome all visitors, clients, and employees in a professional and friendly manner
• Manage guest check-in, badges, and visitor access in accordance with company security policies
• Notify employees of guest arrivals and ensure a seamless visitor experience
• Offer refreshments and provide general office guidance (restrooms, meeting locations, etc.)
• Maintain a clean, organized, and professional reception area

Phone & Communication Management

• Answer and route incoming calls promptly and professionally
• Take and deliver accurate messages
• Monitor and respond to voicemails in a timely manner
• Ensure proper call routing using internal directories and escalation when needed

Office Operations & Facilities Coordination

• Perform daily walkthroughs of office spaces to ensure cleanliness, organization, and readiness
• Maintain conference rooms (cleanliness, supplies, functionality, and setup readiness)

Manage kitchen operations, including:

• Dishwasher use and upkeep
• Stocking beverages, coffee, and supplies
• Monitoring and replenishing inventory
• Oversee copy room supply levels and organization
• Monitor restroom supplies and coordinate maintenance as needed

Inventory & Supply Management

• Maintain inventory of office, kitchen, and operational supplies
• Order and restock supplies as needed
• Receive, sort, and distribute deliveries and packages
• Coordinate with internal teams regarding incoming shipments

Administrative & Cross-Functional Support

• Provide administrative support across departments as needed
• Support Sales team with event materials, SWAG inventory, and coordination
• Assist with scheduling and meeting coordination when required

Employee Experience & Culture

• Support internal events, meetings, and office activities
• Assist with office decorations and seasonal setups
• Help create a welcoming, engaging, and positive workplace environment
• Participate in company meetings, trainings, and team activities

Other Duties

• Ensure consistent front desk coverage during business hours
• Coordinate coverage during absences or breaks
• Perform additional duties as assigned to support office operations

Qualifications

Education & Experience

• High school diploma or equivalent required
• 1–3 years of experience in reception, office coordination, or administrative support preferred

Skills & Competencies

• Strong interpersonal and customer service skills
• Excellent organizational and multitasking abilities
• High level of ownership and attention to detail
• Ability to proactively identify and solve problems
• Strong communication skills (verbal and written)
• Comfortable working across multiple teams and priorities
• Proficiency in Microsoft Office and basic office systems

Key Success Traits

• Proactive and self-directed
• Detail-oriented and highly organized
• Service-minded with a hospitality focus
• Reliable and consistent
• Takes pride in maintaining a high-quality office environment