Office Coordinator

About the role

We are currently seeking an Office Coordinator for our Texas Building Division, in Irving, TX. The Office Coordinator will be responsible for administrative support for a large or mega project or program including such functions as HR/EEO activities, pursuits/bid completion, payroll, reception, and facilities.

Responsibilities

• Coordinates calendar and schedule of the Executive and staff ensuring no scheduling conflicts.
• Prepares and submits expense reports on behalf of the traveler.
• Performs daily duties of the office including ordering supplies and coordination of mail operations and expenses.
• Coordinates various meetings and assists in the preparation of presentations.
• Assists office staff in the preparation of written correspondence for internal and external communication purposes.
• Creates office communication materials, such as staff directories, sign-in sheets.
• May perform general HR duties for the office or act as a liaison for HR-related activities. These duties may include onboarding, PTO record-keeping, eForm processing, drug testing, etc.
• May act as Ethics and Compliance Officer.
• May be responsible for various other administrative activities.
• Performs general duties around Marketing, Pursuits and Community Outreach. These duties may include proofing RFPs/RFI/RFQs, updating bid calendar, assisting in the coordination of pre-bid conferences, performing internet research on possible clients and facilitating community outreach activities for the office.
• Coordinates files, documents and contracts. Includes processing, maintenance and storage in repositories such as databases, SharePoint, or off-site storage.

Qualifications

• High School degree required. Associates degree or some administrative training is a plus.
• At least 2 years of relevant experience supporting a large office is needed.
• Ability to work in a fast paced environment often with interruptions.
• Ability to thrive in a dynamic and energetic environment.
• Ability to work with and speak to all level of employees from entry-level to C-Suite Executives.
• Solid communication skills, both verbal and written.
• Ability to take direction and prioritize responsibilities from executive leaders.
• Proficient with MS Office Programs, Concur or other travel scheduling software.
• Able to work in an office environment.