Office Specialist (Houston / Baytown, TX)

Office Specialist

Sterling Crane LLC, founded in 1954, is one of North America's premier leaders in the heavy lift industry. We offer operated and bare rentals, sales, parts, and unparalleled service to all our customers. We boast one of the largest inventories of modern lifting equipment in North America, in excess of 1000 units. At Sterling Crane USA, you truly get the best of both worlds -- the dynamic opportunities that come with being part of a growing, U.S.-based company, combined with the strength, stability, and long-term vision of being part of Marmon and Berkshire Hathaway.

The Office Specialist provides comprehensive administrative and operational support to ensure the efficient day-to-day functioning of the branch. This role serves as a central resource for reception services, office coordination, company asset administration, employee onboarding support, and cross-functional communication. The Office Specialist supports branch leadership and employees by managing key administrative processes, maintaining accurate records, coordinating resources, and delivering exceptional customer service to internal and external stakeholders.

Essential Duties and Responsibilities

• Provide administrative support to the Branch Manager and branch leadership team.
• Serve as the primary point of contact for general office inquiries and requests.
• Maintain organized branch records, files, and documentation in accordance with company standards.
• Coordinate meeting logistics, scheduling, and other administrative activities as needed.
• Assist with special projects and additional duties to support branch operations.
• Serve as the first point of contact for visitors, customers, vendors, and employees entering the branch.
• Professionally greet guests, determine the purpose of their visit, and direct them to the appropriate individual or department.
• Answer and manage incoming telephone calls, ensuring inquiries are handled promptly and routed appropriately.
• Maintain visitor logs and ensure adherence to company security and visitor procedures.
• Coordinate conference room scheduling and assist with preparing meeting spaces as needed.
• Receive and distribute incoming mail, packages, and deliveries.
• Support a professional and welcoming front office environment by maintaining the reception area and common spaces.
• Provide backup reception coverage during employee absences, breaks, or periods of increased activity.

Fuel Card Management

• Coordinate the issuance, replacement, and collection of company fuel cards.
• Maintain accurate records of assigned fuel cards and employee acknowledgments.
• Monitor fuel card inventory and communicate discrepancies or concerns to management.
• Partner with Accounting and Operations to support fuel card audits and reporting requirements.

Cell Phone and Tablet Administration

• Manage company-issued cell phones, tablets, and related accessories.
• Coordinate device setup, upgrades, replacements, repairs, and returns.
• Maintain accurate records of device assignments, serial numbers, and user agreements.
• Serve as a liaison with vendors and internal IT resources regarding mobile device needs.

Company Property Management (IT Assets)

• Administer branch tracking and accountability of company-owned technology assets, including laptops, tablets, cell phones, and related equipment.
• Ensure proper documentation of asset issuance and return during onboarding and offboarding activities.
• Conduct periodic audits of assigned equipment and maintain current inventory records.
• Coordinate with Information Technology to support equipment deployments and recoveries.

Multi-Branch Phone Support

• Provide phone coverage and administrative support for the Lake Charles, Beaumont, and Houston branch locations as assigned.
• Professionally manage incoming calls, direct inquiries, and relay messages to appropriate personnel.
• Support effective communication between branch locations and corporate departments.

Purchase Order Requisitions

• Prepare and submit purchase order requisitions in accordance with company procedures and approval requirements.
• Monitor requisition status and follow up on approvals when necessary.
• Maintain supporting documentation and records related to purchases and expenditures.

Onboarding Support

• Coordinate administrative aspects of the new hire onboarding process.
• Prepare onboarding materials, equipment requests, and required documentation.
• Collaborate with Human Resources, hiring managers, and IT to ensure a seamless onboarding experience.
• Track completion of onboarding tasks and escalate outstanding items as needed.

Shipping and Receiving

• Coordinate incoming and outgoing shipments for the branch.
• Receive, inspect, and distribute deliveries to appropriate recipients.
• Prepare shipping documentation and arrange courier or freight services as required.
• Maintain records of shipped and received items and address discrepancies when identified.

Maintenance Administration Support

• Receive and coordinate branch maintenance requests.
• Track maintenance requests through completion and maintain related records.
• Support branch leadership in ensuring a safe, organized, and functional work environment.

Office Supply Management

• Monitor office supply inventory levels and maintain adequate stock.
• Research, order, and distribute office supplies while adhering to budget guidelines.
• Identify opportunities for cost savings and efficient resource utilization.

Qualifications

Education and Experience

• High school diploma or equivalent required; associate degree in Business Administration or a related field preferred.
• Minimum of 24 years of administrative, office support, or branch operations experience required.
• Experience supporting multiple departments or locations preferred.
• Experience with asset tracking, onboarding coordination, or purchasing processes is beneficial.

Knowledge, Skills, and Abilities

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Demonstrated attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong customer service orientation and interpersonal skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Problem-solving skills with the ability to anticipate needs and proactively address issues.

Physical Requirements

• Ability to sit, stand, walk, and use office equipment for extended periods.
• Occasional lifting and carrying of office supplies, packages, and equipment up to 25 pounds.
• Ability to move throughout the branch and storage areas as necessary to support operational needs.

Working Conditions

• Primarily an office environment with occasional yard visits to support branch activities.
• Regular interaction with employees, vendors, customers, and multiple branch locations.
• Standard business hours with flexibility to support business needs when necessary.

Success in This Role

A successful Office Specialist demonstrates exceptional organization, responsiveness, and attention to detail while serving as a dependable resource for employees and leadership. This individual proactively supports branch operations, maintains accurate records, ensures accountability of company assets, and contributes to a positive and efficient work environment.

Benefits Package

• Medical, Dental and Vision
• 401K with Company match
• Company-paid employee and dependent life insurance
• Annual reimbursement for safety shoe and prescription safety eyewear
• Holiday Pay
• Vacation Pay
• Marmon Employee Discount Program

Following receipt of a conditional offer of employment, candidates will be required to complete additional job-related screening processes as permitted or required by applicable law.

We are an equal opportunity employer, and all applicants will be considered for employment without attention to their membership in any protected class. If you require any reasonable accommodation to complete your application or any part of the recruiting process, please email your request to View email address on click.appcast.io, and please be sure to include the title and the location of the position for which you are applying