Office Administrator / Admin

Office Administrator

(Reception & Facilities Support)

Location: Downtown Houston, TX
Pay Rate: $26.00/hour
Schedule: Monday-Friday, 8:00 AM - 5:00 PM (flexibility for 7:30 AM - 4:30 PM or 8:30 AM - 5:30 PM)
Parking: Validated
Duration: 6-9 Month Contract (potential extension based on business needs)
Start Date: As soon as possible

 

About the Opportunity

Our client is seeking a polished, professional, and highly organized Office Administrator to serve as the face of their corporate office while supporting facilities, office operations, and administrative functions. This role is ideal for someone who enjoys being a true "jack-of-all-trades" and thrives in a fast-paced corporate environment where no two days are the same.

 

The candidate MUST have experience in a corporate or professional services environment, possess excellent customer service skills, and be comfortable balancing front desk responsibilities with facilities coordination and administrative support. Experience within the energy industry is strongly preferred.

 

Key Responsibilities

Reception & Front Desk Management

• Serve as the first point of contact for visitors, executives, vendors, interview candidates, and employees.
• Welcome guests, manage visitor registration, and issue visitor badges.
• Answer and route incoming phone calls professionally and efficiently.
• Manage incoming and outgoing mail, packages, courier deliveries, and shipping requests.
• Maintain mailroom supplies and coordinate shipping activities.
• Support conference room scheduling and meeting coordination.
• Ensure meeting spaces are properly prepared and maintained.

Office Administration

• Provide general administrative support including filing, reporting, document management, and organization.
• Assist with calendar management and scheduling.
• Coordinate meeting logistics and special accommodation requests.
• Maintain office records and support day-to-day office operations.

Facilities Coordination

• Support daily facilities and office operations across multiple floors.
• Coordinate office moves, furniture installations, and workspace changes.
• Work with vendors and building management regarding service requests and office needs.
• Assist with parking administration, office supply management, and employee workspace coordination.
• Monitor facilities-related service requests and ensure timely resolution.

Vendor & Financial Support

• Assist with vendor onboarding and supplier compliance activities.
• Support purchase orders, invoice reconciliation, and payment processing.
• Track departmental expenses and assist with administrative reporting.

Employee & Event Support

• Assist with new hire onboarding and office orientation activities.
• Support employee engagement events and office initiatives.
• Help coordinate internal events, meetings, and special projects.
• Assist with office safety and emergency preparedness programs.

 

Qualifications

Required Experience

• 3-5+ years of experience in corporate reception, office administration, facilities coordination, or administrative support.
• Experience working in a professional corporate environment.
• Strong customer service skills and professional demeanor.
• Ability to manage multiple priorities and adapt to changing demands.

Preferred Experience

• Previous experience supporting an energy, oil & gas, or professional services organization.
• Experience working with facilities, office operations, or workplace services.
• Administrative certifications are a plus.

Technical Skills

• Microsoft Outlook
• Microsoft Excel (including tracking spreadsheets and basic-to-intermediate reporting; Pivot Tables are a plus)
• Microsoft Word
• Microsoft PowerPoint
• Ability to quickly learn new systems and software

What We're Looking For

• Professional and polished presentation suitable for a corporate front desk environment.
• Strong emotional intelligence and sound judgment.
• Ability to know when to work independently and when to ask questions.
• Exceptional communication and interpersonal skills.
• Detail-oriented, organized, and proactive approach to work.
• Comfortable being on your feet and moving throughout the office to support facilities and operational needs.
• Flexibility to work occasional overtime for executive meetings, board events, and special projects.

 

If you are a highly organized administrative professional who enjoys variety in your workday and takes pride in creating a positive office experience, we'd love to hear from you.

Copilot said: Office Administrator (Reception & Facilities Support)
Location: Downtown Houston, TX
Pay Rate: $26.00 - $28.85/hour (based on experience)
Schedule: Monday-Friday, 8:00 AM - 5:00 PM (flexibility for 7:30 AM - 4:30 PM or 8:30 AM - 5:30 PM)
Parking: Validated
Duration: 6-9 Month Contract (potential extension based on business needs)
Start Date: ASAP
About the Opportunity
Our client is seeking a polished, professional, and highly organized Office Administrator to serve as the face of their corporate office while supporting facilities, office operations, and administrative functions. This role is ideal for someone who enjoys being a true "jack-of-all-trades" and thrives in a fast-paced corporate environment where no two days are the same.

The ideal candidate will have experience in a corporate or professional services environment, possess excellent customer service skills, and be comfortable balancing front desk responsibilities with facilities coordination and administrative support. Experience within the energy industry is strongly preferred.
Key Responsibilities Reception & Front Desk Management

• Serve as the first point of contact for visitors, executives, vendors, interview candidates, and employees.
• Welcome guests, manage visitor registration, and issue visitor badges.
• Answer and route incoming phone calls professionally and efficiently.
• Manage incoming and outgoing mail, packages, courier deliveries, and shipping requests.
• Maintain mailroom supplies and coordinate shipping activities.
• Support conference room scheduling and meeting coordination.
• Ensure meeting spaces are properly prepared and maintained.

Office Administration

• Provide general administrative support including filing, reporting, document management, and organization.
• Assist with calendar management and scheduling.
• Coordinate meeting logistics and special accommodation requests.
• Maintain office records and support day-to-day office operations.

Facilities Coordination

• Support daily facilities and office operations across multiple floors.
• Coordinate office moves, furniture installations, and workspace changes.
• Work with vendors and building management regarding service requests and office needs.
• Assist with parking administration, office supply management, and employee workspace coordination.
• Monitor facilities-related service requests and ensure timely resolution.

Vendor & Financial Support

• Assist with vendor onboarding and supplier compliance activities.
• Support purchase orders, invoice reconciliation, and payment processing.
• Track departmental expenses and assist with administrative reporting.

Employee & Event Support

• Assist with new hire onboarding and office orientation activities.
• Support employee engagement events and office initiatives.
• Help coordinate internal events, meetings, and special projects.
• Assist with office safety and emergency preparedness programs.

Qualifications Required Experience

• 3-5+ years of experience in corporate reception, office administration, facilities coordination, or administrative support.
• Experience working in a professional corporate environment.
• Strong customer service skills and professional demeanor.
• Ability to manage multiple priorities and adapt to changing demands.

Preferred Experience

• Previous experience supporting an energy, oil & gas, or professional services organization.
• Experience working with facilities, office operations, or workplace services.
• Administrative certifications are a plus.

Technical Skills

• Microsoft Outlook
• Microsoft Excel (including tracking spreadsheets and basic-to-intermediate reporting; Pivot Tables are a plus)
• Microsoft Word
• Microsoft PowerPoint
• Ability to quickly learn new systems and software

What We're Looking For

• Professional and polished presentation suitable for a corporate front desk environment.
• Strong emotional intelligence and sound judgment.
• Ability to know when to work independently and when to ask questions.
• Exceptional communication and interpersonal skills.
• Detail-oriented, organized, and proactive approach to work.
• Comfortable being on your feet and moving throughout the office to support facilities and operational needs.
• Flexibility to work occasional overtime for executive meetings, board events, and special projects.

If you are a highly organized administrative professional who enjoys variety in your workday and takes pride in creating a positive office experience, we'd love to hear from you.