Office Coordinator, LPG

Overview

PURPOSE STATEMENT:

The Office Coordinator, LPG provides administrative and office support for the LPG Operations department to ensure the efficient day-to-day operation of the facility. This position will coordinate office operations, employee administrative processes, purchasing, records management, regulatory documentation, vendor services, and departmental communications. This role will serve as a central point of coordination for employees, supervisors, and internal support departments while providing backup support for LPG scheduling and delivery administration functions as needed.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

Office Administration

• Coordinates the daily administrative operations of the LPG office to ensure an organized, efficient, and professional work environment.
• Provides administrative support to the LPG Manager, Supervisors, and department personnel.
• Prepares correspondence, reports, presentations, forms, spreadsheets, and other business documents.
• Receives, sorts, and distributes incoming mail, packages, and departmental communications.
• Maintains department calendars, schedules meetings, coordinates conference rooms, and prepares meeting materials.
• Maintains office equipment, including printers, copiers, mobile phones, and other office technology; coordinates repairs and service as needed.
• Orders and maintains office supplies and departmental materials.
• Assists with special projects and other administrative duties as assigned.

Employee Administration & Support

• Coordinates employee administrative activities, including timesheets, payroll inquiries, leave requests, personnel information changes, training requirements, and related documentation.
• Monitors and reconciles vacation and leave records.
• Assists with new employee onboarding, including uniforms, facility access, badges, technology requests, PPE, orientation logistics, and department introductions.
• Prepares travel requests, confirms travel arrangements, and prepares expense reports.
• Coordinates employee PPE, including Nomex uniforms, safety shoe vouchers, safety glasses, and other required safety equipment.
• Schedules and coordinates required employee certifications and credentials, including DOT physicals, TWIC cards, military passes, airport badges, and other operational requirements.
• Maintains employee personnel files in accordance with Company policies and recordkeeping requirements.

Procurement & Vendor Coordination

• Creates purchase requisitions and processes departmental purchases.
• Administers petty cash, meal allowances, per diem reimbursements, and Procurement Card reconciliations with appropriate account coding.
• Processes invoices and assists with departmental billing and payment activities.
• Coordinates vendor services and communications, including janitorial, laundry, shredding, uniforms, equipment maintenance, and other contracted services.

Records & Compliance

• Maintains departmental files, logs, reports, compliance documentation, safety training records, and other operational records.
• Ensures records are accurate, organized, and retained in accordance with Company Records Retention requirements.
• Administers required federal, state, and Company bulletin board postings.

Operations Support

• Provides backup support for LPG Tank Scheduling during vacations, absences, and peak workload periods.
• Utilizes systems such as Cayenta, Cargas Delivery, Great Plains (or successor systems), and other departmental applications to support business operations.
• Supports orders, installations, and maintenance of tank monitoring (Tank Utility) program.
• Assists with customer inquiries, scheduling support, and administrative follow-up.
• Coordinates with operations personnel regarding deliveries, service requests, and operational…