Office Coordinator

Responsibilities

The Office Coordinator ensures the smooth, efficient, and professional operation of the office. This role supports daily administrative functions, coordinates office services, and acts as a central point of contact for employees, vendors, and visitors. Must have basic computer skills and knowledge of commonly used concepts, practices, and procedures required for office administration tasks.

Key Responsibilities

Office Operations:

· Manage daily office functionality, ensuring a clean, organized, and well-stocked work environment.

· Oversee office supplies, inventory levels, and procurement of materials as needed.

· Coordinate maintenance, repairs, and cleaning services with external vendors.

· Maintains breakroom and office equipment, service, and repairs such as coffee makers, ice makers, toaster ovens, microwaves, printers and refrigerators.

· Maintains appearance and organization of all public spaces including conference rooms, break rooms, casual meeting areas.

· Assists facilities group with building and suite access, building operations, parking

Administrative Support:

· Greets and assists incoming visitors, new hires and staff.

· Serves as liaison (with Managing Director and Facilities Manager) with property management company/landlord and other supply vendors.

· Assists setting up travel arrangements for senior staff.

· Support company events, meetings, and logistics, including room reservations, catering, and technology setup.

· Handle incoming and outgoing mail, packages, and deliveries.

Vendor & Facilities Management"

· Serve as the primary point of contact for facility providers, building management, and external vendors.

· Process invoices, service contracts, and maintain vendor records.

· Track and coordinate office-related budgets and expenses.

Employee Support & Engagement

· Assist with onboarding tasks such as workspace setup, access badges, and office orientation for new hires.

· Assists with offboarding employees as requested.

· Serve as a resource for employees regarding office policies, procedures, and resources.

· Disseminate important office-related announcements and support the reinforcement of internal corporate communications.

· Takes initiative to relieve management and production staff of administrative tasks by providing general clerical support to all staff including typing, copying, binding, coordinating calendars/scheduling, general and project filing and archiving.

· Assist in the coordination and execution of employee engagement events

Compliance & Safety:

· Ensure the office complies with company policies and regulatory requirements (e.g., health, safety, access control).

· Maintain emergency procedures and supplies and support safety training as needed.

· Supports company-wide efforts to build effective relationships with employees, clients, industry partners, community stakeholders, and vendors in a way that reflects and supports company core values and meets or exceeds expectations.

· Serve as the primary point of contact for emergency-related task forces, including building evacuations

Qualifications

• Bachelor’s degree diploma or equivalent.
• Active driver’s license.
• 2 -3 prior years of experience, customer service experience is a plus.Bachelor’s degree diploma or equivalent.
• Active driver’s license.
• Holding a valid passport and U.S. visa is a plus.
• Ability to plan, manage, prioritize, coordinate workflow, and successfully execute multiple tasks.
• Strong computer and office equipment (printers and copiers) operation skills including competence in Microsoft Office (Outlook, Word, Excel, and PowerPoint); InDesign experience preferred.
• Proven competence in managing all administrative activities and needs of an office environment.
• Qualified candidates will exhibit a client-service-oriented and “whatever it takes, can-do" attitude.
• Excellent written and verbal communication in both English and Spanish.
• Good time management skills and the ability to prioritize work in a fast-paced environment.
• Exceptional organizational skills.

Walter P Moore is an equal employment opportunity employer, and provides equal employment opportunities (including offering competitive compensation and benefit packages) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to any characteristic protected by federal, state or local laws.

Overview

Walter P Moore is an international company of engineers, architects, innovators, and creative people who solve some of the world’s most complex structural and infrastructure challenges. Providing structural, diagnostics, civil, traffic, parking, transportation, enclosure, WPM technology and construction engineering services, we design solutions that are cost- and resource-efficient, forward-thinking, and help support and shape communities worldwide. Founded in 1931 and headquartered in Houston, Texas, our 1000+ professionals work across 24 U.S. offices and 7 international locations.