Office Coordinator

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.

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.

• 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
• Receives incoming drawings and specifications from vendors and organizes them in the document management system
• Transmits drawing and design packages from internal team and sends to external customers
• 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 staff, 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 work spaces, during onboarding, offboarding, and office moves (setting up work spaces for onboarding, ensuring during offices moves desks are orderly, and cleaning/sanitizing work spaces 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

Required Experience and Education

• High school diploma, or equivalent
• 2-3 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
• 5+ 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…