Office Coordinator

Type de contrat CDD

• Based in Austin, Texas; able to work in office
• The Total Energies Austin office is an important hub for our renewables project development activities.

• Serve as Point of Contact to building management and communicate important updates to staff
• Greeting office visitors, ensuring guests are comfortable and connected with the right office personnel
• Office safety POC
• Monitor and order inventory for office and break room supplies
• Submitting work orders and scheduling repairs for office space and equipment
• Coordinate as needed with other office tenants
• Coordinate with IT on any technical issues (AV system, phones, WiFi)
• Help with onboarding staff (liaise with IT for hardware setup, ensure appropriate software is installed, provide basic training on processes/tools)
• Manage schedules for conference and community spaces
• Maintain Outlook listserv and shared calendar
• Organize events/celebrations, lunches, etc;
  Decorate office for holidays
• Manage incoming and outgoing mail and packages
• Prepare mailings (mail merge, stuff envelopes, hand address letters, etc); drop off mailings
• Coordinate and support the onboarding process for new hires, including scheduling onboarding activities, facilitating office and systems access, and ensuring a smooth and organized first-day experience in alignment with internal onboarding checklists and processes.
• Vendor management for the office
• Invoice and PO processing for office vendors and the development team
• Office expansion or space-related projects (if expected in the future)
• Serving as a notary when needed
• Acting as the primary point of contact for office vendors, including onboarding in MBC and handling vendor setup requests from the team
• Perform additional administrative and operational duties as needed, including handling ad hoc or specialized tasks to support evolving office and team requirements.

• As the face of the office, the individual will need to be able to take responsibility for the smooth running of the workspace and the creation of a quality working environment for all staff.
• They will help ensure that any physical documents in the office are properly executed, managed, scanned and stored.

• High school diploma or GED; associate or bachelor’s degree preferred.
• At least 1 year of experience working in an office environment.
• Technically savvy, able to troubleshoot basic IT issues.
• Proficiency with Microsoft Office applications;
  Salesforce and Sharepoint a plus.
• Great customer service and interpersonal skills.
• Friendly, service-oriented personality.
• Experience with event planning; creative-minded.
• Ability to work independently and proactively identify office needs.
• Interest in renewables industry and open to new opportunities supporting project development.
• Comfortable in a fast-paced environment.