Overview
Administrative Office Coordinator Jobs in Austin, TX at Primary Services
Title: Administrative Office Coordinator
Company: Primary Services
Location: Austin, TX
Join a dynamic organization where your work helps create a professional, efficient, and welcoming office environment. Enjoy a highly visible role with diverse responsibilities, opportunities to collaborate across teams, and the chance to support impactful projects in a growing industry.
Primary Services is actively recruiting for an Administrative Office Coordinator for a large and well-established client. This position is ideal for an experienced office professional who enjoys managing daily operations, coordinating workplace activities, and ensuring a seamless experience for employees and visitors. The Administrative Office Coordinator will serve as a key resource for office administration, facilities coordination, event planning, and document management while supporting a fast-paced professional environment.
Responsibilities
- Serve as the primary point of contact for building management and communicate important facility updates to staff.
- Welcome visitors, coordinate guest experiences, and connect visitors with appropriate personnel.
- Act as the office safety point of contact and support workplace safety initiatives.
- Monitor, maintain, and order office and break room supplies.
- Submit work orders and coordinate repairs for office equipment and facilities.
- Coordinate office-related activities with neighboring tenants and external vendors.
- Partner with IT personnel to resolve basic technology issues involving phones, WiFi, conferencing systems, and related equipment.
- Support employee onboarding activities, including hardware setup coordination and process orientation.
- Manage conference room schedules, shared calendars, and distribution lists.
- Organize office events, employee celebrations, lunches, and holiday decorations.
- Support document management activities, including physical signatures, scanning, filing, and record maintenance.
- Perform notary services when required.
- Manage incoming and outgoing mail, packages, and office-wide mailings.
- Coordinate administrative processes with other office locations to promote consistency and efficiency.
- Assist with purchase orders and purchase requisitions for office operations and project-related activities.
- Ensure physical documents are properly executed, stored, and maintained in accordance with established procedures.
Qualifications
- High school diploma or GED required; associate degree or bachelor’s degree preferred.
- At least 1 year of experience in an office environment; several years of experience as an Office Manager or Office Coordinator strongly preferred.
- Experience supporting operations within a professional office setting.
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
- Experience with calendar management, document administration, and office coordination activities.
- Ability to troubleshoot basic technology issues and coordinate with IT support teams.
- Experience managing office vendors, facilities requests, and supply inventories.
- Experience in planning and coordinating workplace events and employee activities.
- Knowledge of mail handling, shipping, and package distribution processes.
- Familiarity with Salesforce and SharePoint preferred.
- Notary certification or willingness to obtain certification preferred.
- Ability to work effectively with diverse stakeholders and multiple personality types.
- Interest in supporting project-focused business operations within a fast-paced environment.
