Administrative Assistant at Weatherford in Houston, Texas

Job Description:

Weatherford is hiring an Facilities Coordinator for our Diplomatic Plaza (Houston Texas) distribution facility. This is a hands-on, rewarding role for the oil and gas industry. The Facilities Coordinator will be working within a supportive, inclusive team in a fast-paced, progressive environment. Weatherford provide full training, excellent benefits and fantastic career progression.

The Facilities Coordinator is responsible for managing a variety of tasks that support the overall functioning of the facility and ensure smooth operations. This role provides administrative support, coordinates with contractors and vendors, and facilitates communications on behalf of leadership. The Facilities Coordinator also manages supplies, IT requests, and security, while playing a critical role in training and supporting workforce management.


Key Responsibilities:

• 
  Contractor Management: Facilitate contractor paperwork, including Job Hazard Analysis (JHA), permits, and work start checks. Ensure contractors comply with safety procedures before starting work.
• 
  Event Coordination: Order meals for meetings and special events, and coordinate accommodations, catering, and logistics for upper management meetings and facility townhalls.
• 
  Supplies and Inventory: Manage the procurement of supplies, including personal protective equipment (PPE), office supplies, uniforms, and promotional items for events, meetings, and new hires. Oversee office supply stocking and replenishment.
• 
  IT and Security Management: Handle basic IT functions and special projects in collaboration with the IT department. Manage card access systems, including issuing cards to employees and contractors, running attendance reports, and reviewing security footage.
• 
  Workforce Management: Train new hires on the time clock system, review employee time for errors, and run overtime reports. Ensure supervisors and managers correct time clock errors. Provide basic Workforce reporting training to management.
• 
  Travel and Expense Support: Arrange travel for managers, act as the Travel and Expense delegate for employees, and review expense reports for approval. Prepare and submit reports for company commercial cards.
• 
  Leadership Support: Maintain calendars and meeting schedules for management. Assist with confidential tasks, review presentations, and post/send communications on behalf of leadership.
• 
  Facility Management: Coordinate with the real estate manager on office space needs, maintain office floor plans, and manage departmental space assignments after renovations. Work with facility suppliers such as janitorial, coffee services, and printers.
• 
  Gatorade Distribution: Track and log weekly Gatorade distribution for shop employees.

• Act as a liaison between the facility and suppliers, ensuring timely and accurate service for janitorial, coffee, and printer needs.
• Support with facility events, promotional item distribution, and any other special projects as required.

• 2+ Years general clerical experience.
• Professional attitude with a strong customer service awareness and focus.
• Excellent verbal and written communication skills and ability to follow instructions.
• Able to work and interact with all levels of personnel.
• Strong organization and time-management skills.
• Proficient typing and word processing skills.
• General computer knowledge.
• Prior receptionist and/or customer service related experience is preferred.
• Knowledge of SAP would be beneficial.
• The physical ability to immediately respond to emergency situations.