Quanta Services

Builds and repairs power grids and utility networks

Office Coordinator

Administrative SupportConfirmed live in the last 24 hours

Full-timeBaton Rouge, LA, USANo salary listed

About the Job

Requirements

A high school diploma or equivalent is required.
At least 1 year of work experience in an administrative or office coordinator role is required.
Proficiency with Microsoft Office is required.
Ability to work independently while supporting team needs.
Attention to detail, problem-solving skills, and analytical abilities.
Written and verbal communication skills sufficient to communicate across all levels of the organization.
Organizational and time management skills, including the ability to prioritize effectively.

Responsibilities

Retrieve and distribute information from records, email, faxes, minutes, and other documents; prepare written data summaries and formal hard-copy records as needed.
Read and analyze incoming memos, submissions, and reports to determine significance and plan distribution.
Respond to and resolve administrative, office, facilities, and Internal Operations inquiries and questions.
Draft Internal Operations reports, memos, letters, and other documents using relevant computer applications, including Microsoft Office and Visio.
Collaborate with departments to draft Internal Operations presentations and ensure materials are completed, organized, and reviewed.
Coordinate and schedule travel, meetings, interviews, and appointments for the VP of Global Supply Chain or other QISG Senior Leadership Team members, as requested and approved by the Internal Operations Director.
Coordinate Internal Operations meetings, both internal and with external visiting customers.
Maintain office supplies inventory, anticipate needs, place and expedite orders, and verify receipts.
Monitor snack and beverage availability, restocking and reordering as needed.
Ensure common areas, meeting rooms, and offices are clean and orderly before meetings.
Maintain workspaces during onboarding, offboarding, and office moves, including setup, keeping desks orderly, and cleaning and sanitizing workspaces.
Maintain office condition and arrange necessary facilities repairs.
Serve as designated fire warden and ensure the office meets safety protocols and fire codes.
Serve as the point of contact for facilities and maintenance requests, liaising with vendors or building management to ensure timely responses.
Facilitate and manage the QR code system and related request forms for office supplies, snacks, beverages, and facilities needs.
Ensure Internal Operations items are invoiced, expensed, and paid on time.
Provide backup management of visitor badge tracking and maintain an accurate visitor log, verify credentials, and assist with safety orientations as needed.
Process new and replacement badge requests as backup.
Assist Human Resources with onboarding new hires as needed.
Partner with Human Resources to uphold and maintain office policies as needed.
Coordinate with Information Technology on office equipment as needed.
Address employee questions about office, Internal Operations, and facilities management issues.
Assist with planning and executing company meetings and employee engagement events, including office celebrations and team-building activities.
Organize setup and takedown of holiday decorations in accordance with office guidelines.
Adhere to internal standards, policies, and procedures.
Apply initiative, creativity, logic, and technology to develop and implement approved processes and procedures.
Manage practices and procedures for records retention, protection, retrieval, transfer, and disposal.
Perform special projects and other assigned or requested duties.

Desired Qualifications

A bachelor's degree in business administration, communications, or a related field is preferred.
2–3 years of work experience in an administrative or office coordinator role is preferred.

About Us

QISG leverages Quanta’s comprehensive resources to deliver collaborative solutions for our partners' energy infrastructure needs. We use in-house talent, expertise and resources to plan, design, engineer, manage, conduct maintenance on and construct projects.

Our turnkey service capabilities provide our customers with efficiency, consistency, attention to detail and safe execution. The QISG team brings together Engineering, Safety, Quality, Material Procurement, QA/QC, Right-of-Way Acquisition, Scheduling, Environmental Planning, Permitting, Title and Land Management expertise that ensure outstanding results for our clients.

About this Role

Quanta Infrastructure Solutions Group, LLC (QISG), a Quanta Services, Inc. company (NYSE: PWR) is looking for an Office Coordinator will provide direct support to the QISG team in various functions of daily operations and administrative duties. This will include organizing office-related documentation, memos, records, presentations, etc.. In addition, the Office Coordinator will provide logistical support for office maintenance. The Office Coordinator will greet and provide general support to all visitors and office personnel, develop, and implement office procedures to ensure that operations run smoothly, and liaison/coordinate with internal and external stakeholders as appropriate.

What You'll Do

Duties

Retrieves and distributes information as requested from records, email, faxes, minutes, and other related documents; prepares written summaries of data and makes formal hard copy records, when needed
Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution
Responds to and resolves administrative, office and facilities/Internal Operations inquiries and questions
Drafts reports, memos, letters, and other documents related only to Internal Operations using relevant computer applications (MS Office, Visio, etc.)
Collaborates with various departments to assist with the drafting of Internal Operations-related presentations, ensuring materials are completed, organized, and reviewed
Coordinates and schedules travel, meetings, interviews, and appointments for VP of Global Supply Chain or other members of the QISG Senior Leadership Team, as requested and approved by Internal Operations Director
Coordinates meetings for Internal Operations only – both internal and with external (visiting) customers
Maintains office supplies inventory; anticipates supplies needs; places and expedites supply orders and verifies receipts
Monitors snack and beverage availability, restocking and reordering as needed
Ensure common areas, meeting rooms and offices are clean and orderly prior to meetings
Maintains workspaces, during onboarding, offboarding, and office moves (setting up workspaces for onboarding, ensuring during offices moves desks are orderly, and cleaning/sanitizing workspaces during offboarding and office moves)
Maintains the office condition and arrange necessary facilities repairs
Acts as the designated fire warden, ensuring the office meets all safety protocols and fire codes
Serves as the point of contact for facilities and maintenance requests, liaising with vendors or building management to ensure timely responses to issues
Facilitates/manages QR Code system and related Request Forms for office replenishment needs for supplies, snacks/beverages, facilities needs
Ensures that all Internal Operations-related items are invoiced/expensed and paid on time
Backup management of visitor badge tracking and maintain an accurate log of office visitors, verifying credentials and assisting with visitor orientations on safety, as necessary
Backup processes badge requests (new and replacement)
Assists HR in the onboarding process for new hires, as necessary
Partners with HR to uphold and maintain office policies as necessary
Coordinates with IT department on office equipment, as necessary
Addresses employee queries regarding office/Internal Operations/Facilities management issues
Assists in planning and execution of Company meetings and employee engagement events, including office celebrations and team-building activities
Organizes setup and take down of holiday decor in alignment with office guidelines
Adheres to internal standards, policies, and procedures
Applies initiative, creativity, logic, and technology to develop and implement approved processes/procedures
Manages the practices and procedures for retention, protection, retrieval, transfer, and disposal of records
Performs special projects and completes other duties, as assigned or requested

What You'll Bring

Required Experience and Education

High school diploma, or equivalent
1 year of work experience in an administrative/office coordinator role

Preferred Experience and Education

Bachelor's degree in business administration, communications, or a related field
2-3 years of work experience in an administrative/office coordinator role

Skills

Self-starter who can work independently while supporting the needs of the team
Exceptional attention to detail, problem-solving skills, and analytical abilities
Excellent communication and interpersonal skills (both written and verbal) with proven ability to communicate effectively across all levels of the organization
Strong organizational and time management skills with the ability to effectively prioritize
Must be proficient with Microsoft Office

Travel Requirements

Travel: Yes
Percent of Time: Up to 10%

What You'll Get

Competitive Compensation
Comprehensive Health Coverage - Multiple Medical, dental & vision plans with 100% preventive care
24/7 telehealth (Teladoc)
Employee Assistance Program (EAP)
Company-funded HSA and pre-tax savings options
401(k) Retirement Plan
No-cost Short- and Long-term Disability
Employer-paid basic Life & AD&D Insurance
Paid Time off (PTO) and 10 Paid Holidays
Paid Parental leave
Education Reimbursement and Professional Development
Employee discount program and optional insurance offerings:
- Identity Theft Protection
- Accident Insurance
- Voluntary Life (spouse and child)
- Critical Illness
- Hospital Indemnity
- Pet Insurance

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.

About the Company

Quanta Services

Builds and repairs power grids and utility networks

Quanta Services builds, upgrades and repairs the power lines, substations, pipelines and communications networks that utilities, power producers and large energy users rely on. It runs its own training school, Northwest Lineman College, which prepares workers for electric line work at campuses in several states. Quanta works through regional operating companies that handle engineering, construction, storm restoration and routine upkeep for their customers. Clients pay under long-term master service agreements for ongoing work and under fixed-price or cost-based contracts for large projects. Quanta was founded in 1997 by combining four electrical contractors and is based in Houston, Texas.

Company size: 10,001+
Company stage: IPO
Headquarters: Houston, TX
Founded: 1997

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