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Office Coordinator

2 months ago

Houston, Texas, United States Swift Current Energy Full time
About the Role

Swift Current Energy, a leading renewable energy project developer and owner, is seeking a highly skilled Office Manager to support our Houston, TX office and executive management team. As a key member of our team, you will play a central role in maintaining a welcoming, connected, and enjoyable working environment for our employees and visitors.

Key Responsibilities
  • First Point of Contact: Serve as the primary point of contact for all visitors to the Houston office, providing exceptional service and a warm welcome to all guests.
  • Meeting Coordination: Facilitate in-office meeting schedules and conference room reservations, including oversight of videoconferencing equipment, arrange catering needs, and ensure the conference room is returned to a clean and organized manner following meetings.
  • Office Operations: Productively respond to colleagues' inquiries about office or building matters, liaise with building management and the building security group as needed, and monitor and order office supplies.
  • Facilities Management: Ensure the office kitchen is well-stocked with beverages, snacks, and related supplies, and is maintained in a clean and organized manner. Also, ensure appliances and printers in the office are in working order and up to date with maintenance.
  • Logistics and Shipping: Serve as the primary point of contact for all deliveries of packages, mail, etc. to the Houston office and manage all out-going shipping requests for the Houston office.
  • Mail Management: Manage the in-and out-flow of mail for the Houston office and Company at large, including information relevant for individuals or teams of critical mailings and notices.
  • Executive Support: Provide support to several members of the executive management team, including coordinating complex scheduling and calendar management, travel arrangements, expenses, and other miscellaneous tasks.
  • Confidentiality and Discretion: Maintain a high level of discretion and judgment, able to manage confidential information.
  • HR Support: Support the HR team in new hire onboarding, including completion of employment verification forms, set-up of desks/offices, provision of IT equipment, procurement of building passes, travel arrangements, and introductions to the office and colleagues.
  • Company-Wide Initiatives: Collaborate with colleagues on Company-wide initiatives, such as coordinating conference attendance, travel plans, and holiday gatherings.
  • Team Building: Organize periodic team-building events, from catered lunches to after-work gatherings.
  • Special Events: Support special events, board meetings, and offsite dinners. Organize hotel room block arrangements and other office-based gatherings periodically.
  • Accounting and Bill Payment: Support the accounting and bill payment process as required.
Requirements
  • Experience: Minimum of three (3) years' experience in an office management or executive administrative support role (or similar).
  • Industry Knowledge: Prior experience working in a professional office setting, fast-paced, dynamic environment, preferably within the legal, finance, or related industry.
  • Technical Skills: Strong proficiency in MS Office 365 (Outlook, Excel, Word, Teams, SharePoint, etc.).
  • Communication Skills: Previous experience working with the C-Suite level and with external counterparties in a professional and polished manner.
  • Calendar, Travel, and Expense Management: Prior experience with calendar, travel, and expense management.
  • Education: Bachelor's degree is preferred but not required.
  • Notary Public: Active Notary is preferred, or willingness to be certified.
  • Authorization to Work: Current authorization to live and work in the U.S.
Personal Characteristics
  • Time Management: Can independently develop timelines and manage an orderly flow of tasks and assignments from inception to completion.
  • Multi-Tasking: Has strong time management and multi-tasking skills needed and must be comfortable working in an environment that's always changing, tolerating ambiguity and changes well.
  • Organization and Attention to Detail: Highly organized and detail-oriented with a proactive and solutions-oriented approach.
  • People Skills: People-oriented, with the ability to quickly build relationships across a diverse team.
  • Meeting Deadlines: Has a demonstrated ability to meet hard deadlines and commitments.
  • Service Mindset: Innate motivation to create an environment that enables others to work effectively.
  • Responsiveness: Responsive, with a service mindset.
  • Industry Interest: Interest and excitement to work in the renewable energy sector.
  • Communication Skills: Strong written and verbal communication skills.