Administrative Coordinator

About the role

Wilhelmsen is looking for an Administrative Coordinator to be the first point of contact for visitors, customers, and employees while ensuring smooth day‑to‑day office operations in its Houston location.

Key responsibilities

• Manage front‑desk activities, visitor access, badge administration, and security compliance.
• Receive, sort, and distribute incoming and outgoing mail and shipments; maintain office, breakroom, and vending inventory.
• Process invoices and keep supporting documentation according to company procedures.
• Coordinate routine facility operations, including maintenance requests, vendor scheduling, work orders, and preventive‑maintenance tracking.
• Conduct facility walkthroughs to identify safety or housekeeping concerns and monitor supply inventory.
• Maintain insurance records, Certificates of Insurance (COIs), and assist with annual renewal activities.

Required profile

• High school diploma or equivalent.
• At least 2 years of experience in administrative, office coordination, receptionist, or customer‑service roles.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to learn new software systems and business processes quickly.

Required skills

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

What we offer

• Fun and diverse workplace.
• Competitive pay and benefits package.
• Generous paid time off.
• Opportunities for advancement.