Office Coordinator

About the role

Excelerate Energy is looking for an Office Coordinator who acts as the first point of contact for visitors arriving at the company and supports the Corporate Office. The role covers a range of administrative tasks, including greeting visitors, handling incoming calls and directing them to the right people, and assisting employees with basic administrative duties.

Key responsibilities

• Office administration: support the Country Manager with meetings, travel itineraries and schedules; track and submit office bills and invoices; maintain office records, document control and basic reporting on office spend
• Coordinate with vendors and service providers on billing and service continuity, and support the Human Resources Manager as needed
• Office supplies and facilities: maintain supply inventory, order supplies, log and coordinate maintenance requests, and communicate office notices
• Visitor access: assist with visitor access, badge processes and meeting room notifications
• Reception and communications: answer and route calls, greet and screen visitors, keep the reception tidy, and handle general enquiries
• Meetings: book meeting rooms and support basic set-up such as seating and refreshments
• Mail and courier: receive, sort and distribute mail, coordinate pickups, prepare outgoing packages and keep dispatch logs

Required profile

• BSc in Business Administration or a related field is an asset
• 3-5 years of experience in an office administrative assistant or office management role, ideally in a corporate environment
• Demonstrated experience with mail distribution, vendor coordination and invoice/bill tracking
• Experience handling high volumes of phone calls, visitor screening and meeting coordination
• Able to work independently, exercise good judgement and handle confidential information with discretion
• Work authorization for the assigned location

Required skills

• Proficiency with Microsoft Office (Outlook, Word, Excel)
• Comfort using office equipment such as multi-function printers and telephone systems
• Strong organization, attention to detail and customer-service orientation