Office & Operations Coordinator (Bilingual Eng/Spa)

Job Description

Job Description

Office & Operations Coordinator

Company: GCP PAPER USA, Inc.

Location: Houston, TX

Job Type: Full-Time

FLSA Status: Non-Exempt

Shift: Monday – Friday

Job Summary

GCP PAPER USA, Inc. is seeking an organized and detail-oriented Office & Operations Coordinator to support daily administrative, front-desk, and operational workflows at our Houston facility. In this role, you will act as the primary point of contact for plant visitors and facility communications while providing critical clerical support to plant operations and the Accounts Payable department. Your core focus will be maintaining orderly administrative records, facilitating seamless visitor check-ins, and managing routine invoice matching to ensure operational efficiency across departments.

Essential Duties and Responsibilities

• Front Desk & Reception: Greet plant visitors, contractors, and delivery drivers; enforce corporate facility security protocols, visitor registration, and basic plant safety orientation.
• Central Communications: Manage incoming central phone lines, route calls to appropriate personnel, manage central email inboxes, and distribute daily mail and incoming parcel shipments.
• Operational File & Record Maintenance: Maintain neat, organized physical and digital filing systems for plant operational records, meeting agendas, safety meeting minutes, and facility compliance logs.
• Accounts Payable Data Support: Receive, scan, and log incoming vendor invoices; perform routine 3-way matching (verifying Invoices against Purchase Orders and Receiving Logs/Packing Slips).
• Invoice Workflow Routing: Route verified invoices to appropriate department heads for authorization and assist finance with routine filing and basic payment status tracking.
• Office Supply & Inventory Control: Track administrative inventory levels, maintain organized supply storage, and place timely reorders for office supplies and basic operational consumables.
• Cross-Departmental Support: Assist plant leadership with document formatting, audit binder assembly, and general administrative coordination for facility events or regulatory walk-throughs.
• Sustainability & Safety Compliance: Ensure front-desk visitor compliance with OSHA safety protocols, ISO 9001:2015 quality guidelines, and company environmental sustainability standards.

Qualifications & Requirements

• Education: High School Diploma or GED required; Associate’s degree or administrative coursework preferred.
• Experience: 1–3 years of experience in an administrative support, office coordination, front-desk, or clerical role (experience in manufacturing, industrial, or distribution settings preferred).
• Core Competencies: High organizational ability, strong attention to detail, proactive problem-solving, and capability to handle routine front-desk interruptions without losing task focus.
• Systems Proficiency: Proficiency in Microsoft Office Suite (Excel, Word, Outlook); basic familiarity with ERP/accounting software platforms (e.g., Oracle, SAP, or QuickBooks) is a plus.
• Language: Advanced communication skills in English required; bilingual proficiency in English and Spanish strongly preferred.
• Work Authorization: Must be legally authorized to work in the United States without sponsorship.

Physical Demands & Work Environment

• Postures: Ability to remain seated in front of a computer monitor for prolonged periods, combined with frequent walking between reception, office spaces, and warehouse corridors. Occasional bending, stooping, and reaching for physical file archiving.
• Lifting: Ability to occasionally lift or move office supplies, parcel packages, and paper reams weighing up to 25 lbs.
• Environment: Primary work performed in a temperature-controlled office environment, with routine exposure to industrial machinery noise, paper dust, and facility temperature changes when accessing production areas.
• Required PPE: Mandatory use of company-provided safety boots, safety glasses, and other designated PPE when walking on the plant production floor.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Company Benefits

• 100% Employer-Paid Healthcare: Fully covered individual Medical, Dental, and Vision insurance.
• 100% Employer-Paid Disability: Fully covered Short-Term Disability (STD) and Long-Term Disability (LTD).
• Retirement: 401(k) Retirement Savings Plan with corporate matching options.
• Time Off: Generous Paid Time Off (PTO) package and paid annual holidays.

Standard Disclaimers & Compliance

• Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
• Employment At-Will: This job description does not constitute an employment contract. Employment with GCP PAPER USA, Inc. is "At-Will," meaning that either the employee or the company can terminate the employment relationship at any time, with or without cause or prior notice.
• Equal Opportunity Employer: GCP PAPER USA, Inc. is an Equal Opportunity Employer. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.
• Regulatory Compliance: The individual in this position is responsible for adhering to all OSHA safety protocols, ISO 9001:2015 standards, FSC certification requirements, the corporate Code of Ethics, Employee Manual, and active corporate operational policies.

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