Facilities Coordinator

Company Description Vitol is a leader in energy and commodities. Vitol produces, manages and delivers energy and commodities to consumers and industry worldwide. In addition to its primary business of trading, Vitol is invested in infrastructure globally, with $10+billion invested in long-term assets.

Vitol’s customers include national oil companies, multinationals, leading industrial companies and utilities. Founded in Rotterdam in 1966, today Vitol serves its customers from some 40 offices worldwide. Revenues in 2024 were $331bn.

For more information: vitol.com

We are seeking a reliable and detail-oriented Facilities Coordinator. This role is essential in ensuring the smooth functioning of our office by maintaining organized workspaces, supporting administrative needs, and providing backup assistance across multiple departments. The ideal candidate will be proactive, organized, and able to multitask in a fast-paced environment while delivering excellent service to staff and vendors.

- Receive, document, and distribute deliveries; keep Mailroom and Supply Room organized and stocked.

- Maintain inventory and replenish office, printer, and food/beverage supplies.

- Oversee printer and mail systems; coordinate repairs and vendor contracts.

- Submit invoices, create shipping labels, and ensure timely outgoing shipments; document and communicate tracking and customs info to staff.

- Empty under-desk shred bins nightly.

As Needed:

- Hand-deliver urgent mail and packages;

- Coordinate with building maintenance as directed by Office Manager for facilities repairs.

- Assist with legal document processing, including obtaining Apostilles; drive to Austin as needed to have items hand stamped so they may be shipped out via rush

- Provide backup support for Chefs and Receptionists, including guest reception and conference room setup.

- Coordinate courier services and internal office moves; prepare workstations for new hires and departures.

- Support miscellaneous administrative tasks (copies, faxing, binding, etc.).

- Serve as backup for records retention services (Iron Mountain): manage records, schedule pickups/deliveries, and order supplies.

Qualifications

- Experience in facilities coordination/support, office management, or related roles.

- Strong organizational and multitasking abilities.

- Excellent communication and interpersonal skills.

- Problem-solving and troubleshooting abilities.

- Ability to lift up to 40lbs and handle some physically demanding tasks related to facility upkeep.

Additional Information