Office Coordinator

Overview

The Office Coordinator plays a key role in ensuring the smooth daily operations of TXIPC’s office and supporting multiple departments, including Administration, Sales, Accounting, and Logistics. This position combines administrative duties with responsibilities in accounts payable, vendor coordination, employee support, and project assistance. The ideal candidate is organized, detail-oriented, and proactive, with a willingness to support both office and field needs.

Duties

· Maintain and stock office supplies as needed, including ordering through Amazon and other vendors.

· Ensure guest lounge, conference room, and common areas are stocked, clean, and organized.

· Update and maintain the employee phone directory and prepare/administer routine reporting.

· Assist with scheduling meetings, booking conference rooms, and supporting company events.

· Support documentation and filing needs for the Administration, Sales, and Accounting departments.

· Upload requisitions into Beanworks and assist with purchasing tasks.

· Remit payments accurately and on time from the Aged Payables ledger on a weekly basis.

· Process accounts payable transactions, including cutting checks, issuing wires/ACH payments, and working with the company’s online banking system.

· Assist with logistics paperwork, including Bills of Lading (BOLs).

· Handle customer files and job processing paperwork, ensuring accuracy and proper documentation.

· Process incoming and outgoing mail and deliveries.

· Maintain organized digital and paper filing systems.

· Provide general administrative support to management and department leads.

· Assist with yard work and filing assignments as needed.

· Oversee employee uniform tracking, ordering, and upkeep.

· Manage employee equipment tracking, issuance, and documentation.

· Support office projects by creating plans, obtaining quotes, and coordinating execution.

· Assist with training documentation, handouts, and tracking for employees.

Skills

· High school diploma or equivalent required; Associate’s degree preferred.

· 2–4 years of administrative, office coordination, or accounts payable experience.

· Strong organizational and time-management skills with the ability to prioritize multiple tasks.

· Proficient in Microsoft Office Suite (Word, Excel, Outlook).

· Familiarity with accounts payable systems (Beanworks, Wells Fargo Online Banking, or similar).

· Excellent communication skills and attention to detail.

· Ability to handle confidential information with discretion.

· Flexible and proactive, willing to assist across multiple departments.

Job Type: Full-time

Pay: $20.00 - $26.00 per hour

Expected hours: 40 per week

Benefits:

- 401(k)

- 401(k) matching

- Dental insurance

- Health insurance

- Health savings account

- Life insurance

- Paid time off

- Retirement plan

- Vision insurance

Work Location: In person