Office Coordinator

Excelerate Energy is helping countries around the world enhance energy security through reliable LNG and power infrastructure solutions. We strive to deliver sustainable results by doing what we promise and investing in our people, assets, and technology while promoting a culture of safety, quality, and environmental stewardship. We believe our people are our greatest asset and are committed to fostering a culture of safety, collaboration, and continuous growth. Together, we work to expand access to reliable energy for communities around the world.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include but are not limited to the following activities:

1.0         Reception and Visitor Services

- Answer and route incoming calls promptly and professionally; record accurate messages and follow up as needed.
- Greet, screen and direct visitors, coordinating sign-in, visitor badges and meeting-room notifications in accordance with site procedures.
- Maintain a tidy and professional reception area, respond to general enquiries, and provide accurate information or referrals.
- Coordinate internal mail, packages, pickups and deliveries while maintaining confidentiality when handling sensitive correspondence.

2.0         Office Operations, Vendors and Facilities

- Support day-to-day office administration by tracking office-related bills and invoices, including utilities, cleaning, maintenance and subscriptions, and submitting them for review and approval in accordance with company procedures.
- Maintain organized office records, including vendor contacts, service schedules and invoice files, and support basic reporting on office expenditure and recurring services.
- Coordinate with vendors, service providers and building management to resolve billing queries, address service issues and maintain continuity of office operations.
- Monitor office supply inventories, including stationery, pantry and printer supplies, and place orders to maintain availability and support cost control.
- Log and coordinate office maintenance issues and service requests, including front-desk and office equipment support in liaison with the appropriate internal or external teams.
- Coordinate and oversee the activities of the driver and external facilities team, ensuring service requirements and workplace standards are met.

- Coordinated work with landlords, contractors, and service providers.

- Manage installation projects and vendor follow-up for the Kingston Office
- Created and tracked Purchase Requisitions.
- Coordinated approvals for procurement activities
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3.0         Travel, Transportation & Logistics Coordination

- Coordinated travel logistics for executives and visitors.Managed airport pickup and transportation arrangements.Organized Board of Directors visit logistics.Coordinated transportation schedules and accommodation planning.Supported international visitor planning and mobility requirements.

4.0         Executive and Administrative Support

- Provide high-level administrative support to the Country Manager and Human Resources Manager, and additional administrative support to other leaders or departments as assigned.Act as an administrative liaison between Human Resources, Operations and other company departments, including global teams, to support effective communication and coordination.Prepared reports and status updates for management reviewPrepare and submit accurate, timely expense reports for the Country Manager and others as assigned.Maintain, file and retrieve corporate documents, records and reports across approved systems, including SharePoint, shared drives and cloud-based repositories.Provide occasional after-hours or weekend support when required to address urgent or last-minute travel, scheduling or logistical changes.

5.0         Meetings, Events and Engagement

- Coordinate conferences, departmental meetings and other business events as directed, including scheduling, logistics, materials and follow-up support.Manage meeting-room bookings and coordinate basic meeting set-up, including seating, refreshments and visitor directions.Participate in and provide administrative support for company engagement committee activities, as required.