Office Operations Coordinator

Job Description

Job Description

Office Operations Coordinator

EHC is seeking an Office Operations Coordinator for a client based in Houston. The Office Operations Coordinator plays a key role in supporting the day-to-day operations of a Houston-based facility. This position serves as a central resource for both office and facility needs while coordinating a variety of administrative and operational functions, including purchasing, shipping and freight, accounts payable support, documentation, and laboratory coordination.

This is an ideal opportunity for someone who enjoys wearing multiple hats, staying organized, and taking ownership of tasks from start to finish. You'll step into an established operation with processes already in place, giving you the opportunity to quickly learn the business while identifying ways to improve efficiency and keep things moving.

You'll work closely with shop, field operations, laboratory, and engineering teams, helping coordinate the details and resources they need to be successful.

Because this is a smaller, hands-on organization, flexibility is important. Responsibilities will range from coordinating vendors, purchasing and operational documentation to handling everyday office needs such as receiving deliveries, arranging meals, shipping packages, and making occasional local errands.

The right person will be proactive, dependable, resourceful, and comfortable shifting between administrative responsibilities and operational priorities throughout the day.

Key Responsibilities:

Office & Facility Operations

• Coordinate the daily needs of the Houston office and facility, including supplies, incoming and outgoing mail, deliveries, visitors, meetings, meals, and general workplace organization.
• Serve as the primary liaison for outside vendors, service providers, and contractors working at the facility.
• Coordinate scheduled preventive maintenance and routine service for facility systems and equipment.
• Track facility repairs and service needs, working with the appropriate vendors through completion.
• Partner with the company's external IT provider to resolve technology issues and coordinate equipment and technical support.
• Administer employee technology resources, including system access, software subscriptions, licenses, and assigned equipment.
• Assist with onboarding and offboarding by coordinating workspaces, equipment, system access, and return or deactivation of company resources.
• Participate in monthly workplace safety inspections and work with the Shop Manager to document findings and ensure follow-up items are completed.

Purchasing, Vendors & Logistics

• Coordinate purchasing activities by obtaining quotes, evaluating pricing and availability, and processing approved orders.
• Manage purchasing needs for shop, laboratory, and field operations.
• Create and maintain purchase orders in QuickBooks and reconcile purchasing documentation with invoices and receiving records.
• Develop productive relationships with suppliers and vendors while identifying alternate sources when business needs, pricing, or availability change.
• Coordinate inbound transportation of materials, parts, and equipment using appropriate freight providers, including hotshot, flatbed, and specialized transportation services.
• Communicate delivery schedules with shop and field personnel to ensure materials arrive when and where they are needed.
• Review purchasing activity and inventory levels to help control costs, prevent unnecessary purchases, and support upcoming production/build requirements.

Accounts Payable Support

• Process vendor invoices and bills accurately and timely in QuickBooks Online.
• Reconcile invoices with purchase orders, delivery documentation, and receiving information before payment processing.
• Maintain consistent expense coding and supporting financial documentation.
• Respond to vendor questions regarding invoice and payment status and research discrepancies when necessary.

Records & Operational Documentation

• Maintain accurate records supporting purchasing, shipping, vendors, customers, and day-to-day operations.
• Review and organize documents such as delivery tickets, invoices, NDAs, supplier agreements, and customer agreements.
• Follow up with vendors, suppliers, and transportation providers when documentation is incomplete or requires clarification.
• Maintain an organized filing system so operational records are current, accessible, and easy for the appropriate teams to retrieve.

Receiving, Laboratory & Customer Order Support

• Receive incoming materials and shipments, verify deliveries against purchasing records, document receipt, and coordinate proper storage.
• Assist with laboratory administration, including scheduling, sample tracking, and maintaining necessary lab supplies.
• Provide administrative support for customer orders as needed, including preparing QuickBooks estimates using established pricing.
• Coordinate outbound transportation and shipping arrangements for applicable customer orders.

Qualifications & Experience

• 3–5 years of experience in office operations, facility coordination, purchasing/procurement, or a comparable operational support role.
• Working knowledge of accounts payable processes and accounting systems; experience with QuickBooks Online is highly preferred but not required.
• Hands-on purchasing experience, including identifying suppliers, obtaining quotes, evaluating cost and availability, and coordinating orders.
• Experience coordinating freight, transportation, or carrier services; exposure to equipment, industrial materials, oversized shipments, hotshot, or specialized freight is a plus.
• Demonstrated ability to take responsibility for projects and tasks and follow them through to successful completion.
• Strong organizational skills and attention to detail, particularly when managing records, invoices, purchasing documentation, and other accuracy-sensitive information.
• Familiarity with project/workflow management platform is preferred; candidates should be comfortable learning new technology and business systems.
• Ability to learn established procedures, understand the reasoning behind them, and identify thoughtful improvements once familiar with the operation.
• A problem-solving mindset with the ability to investigate issues, determine what caused them, and help develop solutions that prevent recurring problems.