Quanta Services

Builds and repairs power grids and utility networks

Office Coordinator

Administrative SupportPosted on Nov 11

Full-timeHouston, TX, 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 is required.
Attention to detail, problem-solving, and analytical abilities are required.
Strong written and verbal communication and interpersonal abilities across organizational levels are required.
Strong organizational and time-management skills, including the ability to prioritize effectively, are required.
Travel of up to 10% is required.

Responsibilities

Retrieve and distribute information from records, email, faxes, minutes, and related documents; prepare written summaries of data and create hard-copy records when needed.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Respond to and resolve administrative, office, facilities, and internal operations inquiries.
Draft internal operations reports, memos, letters, and other documents using relevant applications such as 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 meetings and meetings with visiting external customers.
Maintain office-supply inventory, anticipate needs, place and expedite orders, and verify receipts.
Monitor snack and beverage availability and restock or reorder 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 for new hires and orderly desks during moves, and cleaning and sanitizing during offboarding and moves.
Maintain office conditions 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, coordinating with vendors or building management for timely responses.
Manage the QR-code system and related request forms for 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.
Provide backup processing of new and replacement badge requests.
Assist HR with onboarding new hires as needed.
Partner with HR to uphold and maintain office policies as needed.
Coordinate with IT 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.
Complete assigned or requested special projects and other duties.

Desired Qualifications

A bachelor's degree in business administration, communications, or a related field is preferred.
Two to three 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

The 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

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

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
401(k) Retirement Plan
Holiday Pay
Paid Time Off (PTO)
Comprehensive Health Coverage
Pet Insurance
Employee Assistance Program (EAP)
Professional Development
Education Reimbursement
Employee Discount Program

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

Recently Posted Jobs

Explore more opportunities at Quanta Services

See more jobs