Overview
Office Coordinator Jobs in The Woodlands, TX at Deep Blue
Title: Office Coordinator
Company: Deep Blue
Location: The Woodlands, TX
The Office Coordinator oversees front desk operations, office coordination, and administrative support to ensure a smooth and professional workplace.
Key Responsibilities
- Serve as the first point of contact by greeting visitors, clients, and employees in a professional and welcoming manner
- Manage front desk operations, including answering, screening, and directing incoming phone calls
- Handle incoming and outgoing mail, packages, deliveries, and courier services
- Maintain a clean, organized, and professional front office environment, in addition to all breakrooms.
- Oversee office supplies, snacks, and refreshments; ensure replenishment and place orders as needed
- Coordinate office maintenance and manage vendor relationships (e.g., coffee service, copiers, shredding, cleaning services, property management, etc.)
- Act as the primary liaison with building management/landlord and engineering staff, including facility-related matters
- Work closely with the Executive Admin to ensure catering arrangements are coordinated for executive meetings
- Coordinate and support company events, including meetings, town halls, and special events, by managing catering arrangements and ensuring timely setup and execution.
- Track event expenses, process invoices
- Provide administrative support such as data entry, drafting and editing correspondence, and maintaining documentation
- Maintain internal resources such as office directories, phone lists, and office floor plans
- Support onboarding and offboarding processes, including workspace setup, badges, parking arrangements, and general coordination
- Responsible for processing and tracking expense reports for office supplies, snacks and refreshments, and catering orders
- Provide excellent customer service while handling inquiries and resolving administrative issues efficiently
- Maintain confidentiality and handle sensitive information appropriately
- Provide backup support for Midland office location as needed
- Perform additional duties as assigned
Qualifications
- High school diploma or GED required; associate or bachelor’s degree preferred
- 4–5+ years of experience in administrative, office coordination, or customer service roles
- Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience using Canva
- 3-5 years of organizing events
- Excellent verbal and written communication skills
- Strong organizational, multitasking, and time management abilities
- Detail-oriented with strong problem-solving skills
- Ability to work independently and collaboratively in a team environment
- Professional demeanor with a positive, customer-focused attitude
- Experience coordinating events and managing office operations preferred
- Ability to manage multiple priorities, adapt to changing workloads, and meet deadlines
- Self-motivated with a willingness to learn and take initiative
- Ability to occasionally work extended hours as needed
- Physical ability to lift up to 30 pounds and perform tasks such as bending or squatting as required
Work Schedule
- Flexible schedule with start time between 7:30 AM – 8:30 AM
- Option for a half-day Friday provided 40-hour workweek is met
