Office Administrator (Austin Industrial) - Geismar, LA

Position Summary

The Administrative Coordinator provides comprehensive office, administrative, and recruiting support for the Southeast Louisiana operations team. This role serves as the primary point of contact for visitors, vendors, and general office administration while supporting recruiting, personnel processing, event coordination, and business operations. The position plays a critical role in improving operational efficiency by allowing recruiting and leadership personnel to focus on strategic workforce planning, staffing, client support, and business growth initiatives.

Key Responsibilities

Front Desk & Visitor Management

• Serve as the primary point of contact for all office visitors and walk-in traffic.
• Monitor and manage front door access, responding to vendors, employment applicants, contractors, and other visitors.
• Provide a professional and welcoming first impression for guests and prospective employees.
• Coordinate visitor sign-in procedures and direct visitors to the appropriate personnel.

Recruiting & Personnel Administration

• Provide administrative support for recruiting and onboarding activities.
• Assist with new hire processing, onboarding documentation, personnel records, and employment paperwork.
• Coordinate pre-employment requirements and ensure completion of onboarding steps.
• Support recruiting operations by managing administrative tasks, allowing recruiters to focus on candidate sourcing, interviewing, staffing initiatives, and retention efforts.
• Maintain accurate employee and applicant records in accordance with company policies.

Office Vendor Management

• Coordinate and manage relationships with office service providers, including:
  • Grounds maintenance
  • Janitorial services
  • Cintas
  • Pest control
  • Shred-it
  • Other contracted vendors
• Schedule services, monitor performance, and address service-related issues.
• Assist with vendor communications, purchase requests, and invoice coordination as needed.

Office & Facility Supply Management

• Maintain inventory levels for all office and facility supplies.
• Order and replenish:
  • General office supplies
  • Printer toner and ink
  • Kitchen and break-room supplies
  • Restroom supplies
  • Other operational necessities
• Monitor usage trends and maintain cost-effective inventory levels.
• Coordinate with vendors to ensure timely delivery and replenishment of supplies.

Event Coordination & Support

• Coordinate company-sponsored events, including golf tournaments, cook-offs, customer appreciation events, and employee functions.
• Maintain event planning templates and standardized processes.
• Coordinate logistics, vendor relationships, purchasing, staffing requirements, inventory, and event supplies.
• Track event expenditures and assist with budget management.
• Ensure successful execution of events from planning through completion.

Financial & Operations Support

• Provide administrative support to the Field Operations Manager (FOM) and operations team.
• Assist with cash application processes and related administrative functions.
• Support outage projects through time entry and workforce data administration.
• Assist with various operational reporting and documentation requirements.

Mail & Shipping Coordination

• Manage incoming and outgoing mail and package distribution.
• Coordinate FedEx and other courier shipments.
• Receive deliveries and ensure packages are distributed to the appropriate personnel.
• Serve as the primary contact for shipping and receiving activities.

Executive Administrative Support

• Provide general administrative support to executive leadership, including three Vice Presidents.
• Assist with scheduling, correspondence, document preparation, filing, and administrative projects.
• Coordinate meetings, travel arrangements, and other executive support activities as needed.
• Maintain confidentiality while handling sensitive business information.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Minimum 3 years of administrative, office management, or coordinator experience.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Strong attention to detail and customer service orientation.
• Ability to work independently while supporting multiple departments and leaders.
• Experience supporting recruiting, onboarding, payroll, or operations functions is preferred.