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Job Description: Our client, a rapidly expanding independent commodity trading business, is looking for an Office Administrator to support their Houston Headquarters. This individual will play a critical role in ensuring the smooth day-to-day operation of the office while delivering a professional and welcoming environment for employees, clients, and visitors alike.
The ideal candidate is highly organized, proactive, and service-oriented, with the ability to manage multiple priorities in a fast-paced, entrepreneurial environment. This is an excellent opportunity for a detail-oriented professional who thrives in a dynamic environment and enjoys being a key contributor to company culture and operational excellence. This is a permanent opportunity in the Galleria area of Houston. This person will be onsite Monday through Friday normal business hours. Dress code, business casual.
Key Responsibilities
- Serve as the first point of contact for the Houston office, managing reception duties including greeting visitors, handling incoming inquiries, and coordinating meeting room schedules
- Oversee relationships with local office suppliers, ensuring reliable and cost-effective services through proactive vendor management and contract negotiation
- Support business travel arrangements, troubleshoot travel platform issues, and assist with onboarding preferred hotel rates in accordance with company policy
- Manage office supplies and consumables, including ordering, inventory tracking, stock management, and coordinating deliveries
- Prepare meeting rooms and assist with AV or equipment troubleshooting, liaising with IT teams as necessary
- Deliver a seamless onboarding experience for new hires by preparing welcome materials, conducting office tours, and reviewing facilities and safety procedures
- Ensure the daily upkeep and smooth operation of the office environment, coordinating with building management when required
- Act as the primary contact for office access control passes and promptly report and address any security-related issues
- Manage catering vendor relationships to ensure timely and high-quality delivery of office catering services
- Provide administrative support to the leadership team and collaborate with cross-functional stakeholders across departments
- Support internal events and initiatives by assisting with logistics for team-building activities, community engagement efforts, and internal communications
- Partner with global administrative teams to align best practices and maintain consistency across office locations
Qualifications:
- 5+ years’ experience in office coordination, team administration, facilities support, or a similar operational role out of a corporate environment or true office setting
- Experience handling reception duties and front-of-house responsibilities
- Excellent organizational and multitasking skills, with strong attention to detail
- Strong interpersonal and communication skills, with a proactive and service-oriented approach
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