Office Operations Assistant Locations: Houston (8718) Business Units: Central Job Classification: Exempt
Summary This position is responsible for coordinating office and facility-related services through communication with external vendors, building management teams, and internal stakeholders. Key responsibilities include vendor coordination, invoice processing and recordkeeping, service request follow-up, and maintaining accurate administrative documentation.
The ideal candidate is highly organized, detail-oriented, and proactive, with strong communication and coordination skills. This role focuses on ensuring facility-related requests, vendor services, and building operations are handled efficiently and documented properly, rather than performing hands-on maintenance or repair work.
Key Responsibilities
Vendor & Service Provider Coordination
- Serve as the primary point of contact for facility-related vendors, service providers, and contractors.
- Coordinate service requests, schedule maintenance visits, and follow up with vendors to ensure timely completion of work.
- Obtain and track vendor quotes, proposals, service agreements, and other related documentation.
- Communicate service requirements, coordinate building access, and relay updates between vendors, building management, and internal teams.
- Monitor vendor service delivery and escalate delays, quality concerns, or unresolved issues as needed.
- Invoice Processing & Document Management
- Receive, review, organize, and file vendor invoices, service receipts, purchase orders, and supporting documentation.
- Verify invoice details against approved quotes, service agreements, work orders, or completed services, and coordinate discrepancies with vendors and internal departments.
- Submit invoices for approval and payment processing in accordance with company procedures.
- Maintain accurate and organized records of invoices, contracts, purchase orders, vendor information, and payment status.
- Track outstanding invoices and follow up with relevant parties to ensure timely processing and resolution.
Building Management Coordination
- Act as the primary liaison with building management and property management teams regarding office and facility-related matters.
- Submit and track building service requests involving HVAC, plumbing, electrical systems, cleaning, security, waste management, parking, access cards, and other building services.
- Coordinate scheduled building maintenance, inspections, repairs, and service interruptions with building management and affected internal teams.
- Follow up on open requests to ensure issues are addressed within reasonable timelines and communicate progress to relevant stakeholders.
- Coordinate office access, contractor entry, loading dock arrangements, and other building-related logistics as needed.
Office & General Services Administration
- Coordinate cleaning services, office supplies, furniture requests, equipment servicing, and other general office support services.
- Assist with office moves, seating changes, furniture deliveries, and workspace arrangements by coordinating with vendors and building management.
- Support visitor access, parking arrangements, business events, and other office logistics as required.
- Maintain inventories and records of office furniture, equipment, supplies, and facility-related assets.
- Assist with vendor onboarding, service renewals, and tracking of contract expiration dates.
Compliance & Recordkeeping Support
- Maintain organized records of building inspections, service reports, maintenance schedules, vendor contracts, insurance certificates, and other compliance-related documents.
- Coordinate with building management and service providers to obtain required documentation and confirm completion of corrective actions.
- Assist with tracking workplace safety requirements, building access procedures, and other applicable facility policies.
- Prepare routine reports and status updates on invoices, vendor activities, service requests, and outstanding issues.
Cross-Functional Coordination & Administrative Support
- Work closely with Finance, Accounting, Procurement, Human Resources, and other internal teams on vendor payments, purchase requests, and facility-related matters.
- Maintain tracking logs for vendor requests, invoices, service schedules, and pending follow-up items.
- Provide administrative and coordination support for facility-related projects and other operational initiatives as assigned.
- Prioritize requests, maintain clear communication, and ensure timely follow-through on outstanding tasks.
Basic Qualifications
- Experience in administrative coordination, vendor management, office administration, facilities coordination, accounts payable support, or a related field.
- Strong communication and coordination skills, with the ability to work effectively with vendors, building management teams, and internal stakeholders.
- Experience handling invoices, maintaining records, tracking expenses, or supporting payment processing is preferred.
- Strong organizational skills and attention to detail, particularly in document management, data entry, and recordkeeping.
- Ability to manage multiple requests, track deadlines, and follow through on outstanding items with minimal supervision.
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
- Ability to communicate professionally, resolve routine issues, and escalate matters appropriately.
- A proactive, dependable, and service-oriented approach to work.
Preferred Qualifications
- Experience coordinating with commercial property management companies, building management teams, maintenance vendors, or other service providers.
- Familiarity with invoice approval workflows, purchase orders, vendor contracts, and expense tracking.
- Experience using ERP, accounting, procurement, or facilities service request systems.
- Valid driver's license and ability to travel locally for occasional site visits or business-related errands, if required.
Why Join Us
- Comprehensive benefits package including medical, dental, and vision insurance coverage.
- Basic life insurance and short-term disability coverage provided by employer.
- Supplemental life insurance and long-term disability coverage options available.
- 401K with employer contribution.
- Personal, Vacation, and Holiday paid time off for all full-time employees.
Our company is an Equal Opportunity Employer (EOE). All qualified candidates will receive consideration without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, or marital status in accordance with applicable federal, state and local laws.