Business Services Coordinator

Program Coordinator

Organizes and supports activities for a program, department, or initiative. Performs administrative tasks to support daily operations and ensures coordination of activities across departments and individuals. Provides general meeting support, scheduling coordination, event planning, and administrative assistance. Works with moderate direction and demonstrates the skills and knowledge necessary to perform assigned responsibilities effectively.

Responsibilities

Administrative and Event Support

• Maintain and update Outlook distribution lists.
• Administer and maintain team SharePoint sites.
• Coordinate event logistics, including venues, catering, calendar invitations, and EventX.
• Manage day-of-event logistics and provide meeting setup support.
• Order materials, including signage, posters, and branded recognition items, and maintain inventory.
• Assist with booking and canceling meeting rooms.
• Coordinate Rockhounds ticket scheduling, printing, and gift card tracking.

Systems, Reporting, and Registration

• Set up and cancel Tyndale accounts.
• Confirm Open Tickets are accurate for G&R.
• Send reminders for past-due Tyndale tickets.
• Provide backup support for registration and send past-due registration reminders.
• Assist with Vehicle Exception Reports and Fringe Reports.
• Assist employees with Open Ticket setup and provide backup support for Open Ticket approvals.
• Audit Tyndale rosters to verify location and cost center information.

Vehicle and Fleet Administration

• Assist with fuel PIN setup and cancellation.
• Coordinate vehicle access updates and vehicle deliveries.
• Assist with temporary tags and license plates.
• Assist with picking up and relocating vehicles.
• Provide backup support for pool vehicle walkarounds and Traka.

General Support

• Participate in cross-training to support departmental needs.
• Assist employees with questions, troubleshooting, and problem resolution.
• Perform other administrative duties as required.

Qualifications

• Knowledge of Permian Basin venues, caterers, and printing resources preferred.
• Event planning and coordination skills, including experience supporting meetings and events such as Well Work face-to-face meetings.
• Cost-conscious approach to planning and administrative activities.
• Strong organizational and time-management skills.
• Ability to establish and maintain effective, sustainable administrative processes.
• Demonstrated initiative and ability to work independently with minimal guidance.
• High School Diploma or GED equivalent required.
• Must meet conditional job offer requirements.