Administrative Coordinator

A COLLEGE EDUCATION IS REQUIRED FOR THIS POSITION

Full Job Description and Responsibilities

Industry: Oil & Gas Engineering and Procurement

The Customer Service Representative (CSR) will support procurement and supply chain operations by serving as the initial point of contact for vendors, customers, and internal stakeholders. This position can lead to advancement to join our Supply Chain Team to become a buyer.

The CSR’s scope of work includes, but is not limited to, the following responsibilities:

- Communication Management

- Respond promptly and professionally to incoming phone calls and emails.

- Serve as the first point of contact for vendor and client inquiries, directing communications to the appropriate responsible party.

- RFQ Creation and Processing

- Generate and issue Requests for Quotation (RFQs) in the company’s ERP system under the guidance of the procurement team.

- Online order and Account Management

- Process online orders and maintain related account information in ERP systems.

- Verify accuracy of orders, resolve discrepancies, and coordinate with buyers for approvals.

- Customer and Vendor Database Maintenance

- Maintain and update customer and vendor records in the ERP system and company databases.

- Verify accuracy of contact details, certifications, and compliance documentation, ensuring data integrity.

- Order Tracking and Expediting

- Monitor vendor order status and provide updates to buyers and project stakeholders as required.

- Perform expediting tasks when directed, including follow-up with vendors to confirm delivery schedules and resolve delays.

- Administrative Support

- Provide direct administrative support to buyers and the procurement team by handling routine data entry, document preparation, and follow-ups.

- Relieve buyers of repetitive or transactional tasks to allow focus on strategic procurement activities.

- Collaboration and Reporting

- Coordinate with buyers, procurement specialists, and the Procurement Manager to ensure smooth flow of purchasing operations.

- Provide regular updates on outstanding RFQs, vendor responses, and order status.

- Compliance and Standards

- Adhere to company policies, procurement procedures, and applicable industry regulations.

- Uphold confidentiality and integrity in handling vendor, customer, and procurement data.

Performance Expectations

- Timely and professional handling of inquiries via phone and email.

- Accuracy and completeness of RFQs, online orders, and database entries.

- Effective communication and coordination with buyers, vendors, and procurement management.

- Reliable administrative support enabling the procurement function to operate efficiently.

- Consistent contribution to meeting project deadlines and quality standards.

Experience and Education

Minimum of a A.A.S. with two+ years related experience and/or training.

Must have strong computer skills, the ability to use Excel, Word, Outlook, SharePoint and able to adapt to software applications.

Schedule:

8 hour shift

Five days a week 8AM-5PM or 7AM-4PM

Ability to commute:

Houston, TX 77077

Work Location: One location

Education:

A.A.S. - 2 year college degree minimum requirement.

Job Type: Full-time

Pay: From $30,000.00 per year

Benefits:

- 401(k)

- Health insurance

Ability to Commute:

- Houston, TX 77077 (Required)

Ability to Relocate:

- Houston, TX 77077: Relocate before starting work (Preferred)

Work Location: In person