Office Specialist (Houston / Baytown, TX)

Job Description Summary

Sterling Crane LLC, a part of the global industrial organization Marmon Holdings—backed by Berkshire Hathaway—offers dynamic opportunities within a stable and visionary framework. We aim to make a positive impact, provide diverse learning and working experiences, and foster a culture where everyone can thrive.

About the role

The Office Specialist plays a crucial role in ensuring the smooth operation of the branch. This role involves comprehensive administrative and operational support, including reception services, office coordination, company asset administration, employee onboarding support, and cross-functional communication.

Essential Duties And Responsibilities

• Provide administrative support to the Branch Manager and branch leadership team.
• Serve as the primary point of contact for general office inquiries and requests.
• Maintain organized branch records, files, and documentation in accordance with company standards.
• Cover meeting logistics, scheduling, and other administrative activities as needed.
• Avoid special projects and additional duties to support branch operations.
• Professionally greet guests, determine the purpose of their visit, and direct them to the appropriate individual or department.
• Answer and manage incoming telephone calls, ensuring inquiries are handled promptly and routed appropriately.
• Maintain visitor logs and ensure adherence to company security and visitor procedures.
• Cover conference room scheduling and assist with preparing meeting spaces as needed.
• Receive and distribute incoming mail, packages, and deliveries.
• Support a professional and welcoming front office environment by maintaining the reception area and common spaces.
• Provide backup reception coverage during employee absences, breaks, or periods of increased activity.
• Coordinate the issuance, replacement, and collection of company fuel cards.
• Maintain accurate records of assigned fuel cards and employee acknowledgments.
• Monitor fuel card inventory and communicate discrepancies or concerns to management.
• Partner with Accounting and Operations to support fuel card audits and reporting requirements.
• Manage company-issued cell phones, tablets, and related accessories.
• Cover device setup, upgrades, replacements, repairs, and returns.
• Maintain accurate records of device assignments, serial numbers, and user agreements.
• Serve as a liaison with vendors and internal IT resources regarding mobile device needs.
• Administer branch tracking and accountability of company-owned technology assets, including laptops, tablets, cell phones, and related equipment.
• Ensure proper documentation of asset issuance and return during onboarding and offboarding activities.
• Conduct periodic audits of assigned equipment and maintain current inventory records.
• Cover equipment deployments and recoveries with Information Technology.
• Provide phone coverage and administrative support for the Lake Charles, Beaumont, and Houston branch locations as assigned.
• Professionally manage incoming calls, direct inquiries, and relay messages to appropriate personnel.
• Support effective communication between branch locations and corporate departments.
• Prepare and submit purchase order requisitions in accordance with company procedures and approval requirements.
• Maintain supporting documentation and records related to purchases and expenditures.
• Cover administrative aspects of the new hire onboarding process.
• Prepare onboarding materials, equipment requests, and required documentation.
• Collaborate with Human Resources, hiring managers, and IT to ensure a seamless onboarding experience.
• Track completion of onboarding tasks and escalate outstanding items as needed.
• Cover incoming and outgoing shipments for the branch.
• Receive, inspect, and distribute deliveries to appropriate recipients.
• Prepare shipping documentation and arrange courier or freight services as required.
• Maintain records of shipped and received items and address discrepancies when identified.
• Support branch leadership in ensuring a safe, organized, and functional work environment.
• Monitor office supply inventory levels and maintain adequate stock.
• Research, order, and distribute office supplies while adhering to budget guidelines.
• Identify opportunities for cost savings and efficient resource utilization.

Qualifications

• High school diploma or equivalent required; associate degree in Business Administration or a related field preferred.
• Minimum of 2–4 years of administrative, office support, or branch operations experience required.
• Experience supporting multiple departments or locations preferred.
• Experience with asset tracking, onboarding coordination, or purchasing processes is beneficial.

Knowledge, Skills, And Abilities

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Demonstrated attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong customer service orientation and interpersonal skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Problem-solving skills with the ability to anticipate needs and proactively address issues.

Physical Requirements

• Ability to sit, stand, walk, and use office equipment for extended periods.
• Occasional lifting and carrying of office supplies, packages, and equipment up to 25 pounds.
• Ability to move throughout the branch and storage areas as necessary to support operational needs.

Working Conditions

• Primarily an office environment with occasional yard visits to support branch activities.
• Regular interaction with employees, vendors, customers, and multiple branch locations.
• Standard business hours with flexibility to support business needs when necessary.

Success in This Role

A successful Office Specialist demonstrates exceptional organization, responsiveness, and attention to detail while serving as a dependable resource for employees and leadership. This individual proactively supports branch operations, maintains accurate records, ensures accountability of company assets, and contributes to a positive and efficient work environment.

Benefits Package

• Medical, Dental and Vision
• 401K with Company match
• Company-paid employee and dependent life insurance
• Annual reimbursement for safety shoe and prescription safety eyewear
• Holiday Pay
• Vacation Pay
• Marmon Employee Discount Program