Office Operations Assistant

Job Description

Job Description

Locations: Houston (8718)   
Business Units: Central   
Job Classification: non-Exempt   

Summary
This position coordinates office-related services by working with vendors, building management, and internal teams. Responsibilities include managing service requests, coordinating vendors, processing invoices, maintaining records, and supporting daily office operations.

The ideal candidate is organized, detail-oriented, proactive, and an effective communicator. The role focuses on administrative coordination and vendor management rather than hands-on maintenance or repairs.

Key Responsibilities

Vendor & Service Provider Coordination

• Serve as the primary contact for facility vendors, contractors, and service providers.
• Coordinate service requests, schedule visits, and follow up to ensure timely completion.
• Obtain and track vendor quotes, proposals, agreements, and related documentation.
• Coordinate building access, communicate updates, and escalate service issues as needed.

Invoice Processing & Documentation

• Review, organize, and process vendor invoices, purchase orders, receipts, and supporting documents.
• Verify invoices against approved quotes, agreements, and completed services.
• Submit invoices for approval and follow up on outstanding payments or discrepancies.
• Maintain accurate records of invoices, contracts, vendor information, and payment status.

Building & Office Management

• Coordinate with building management on cleaning, security, parking, access cards, waste management, and other building services.
• Track maintenance requests, inspections, repairs, and scheduled services.
• Coordinate office supplies, furniture, equipment servicing, workspace changes, and office moves.
• Support visitor access, parking, events, and general office logistics.
• Maintain inventories of office equipment, furniture, and supplies.

Compliance & Administrative Support

• Maintain records of inspections, maintenance schedules, vendor contracts, insurance certificates, and service reports.
• Track vendor agreements, renewals, and contract expiration dates.
• Prepare status updates on invoices, service requests, vendor activities, and outstanding issues.
• Collaborate with Finance, Accounting, Procurement, HR, and other teams on facility-related needs and payments.

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.

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