Office Coordinator / Administrative Assistant in Katy, Texas at Momentara Services, LLC

ABOUT US:

Momentara is a full-service retail marketing agency supporting 28 enterprise clients with a combined footprint of more than 115,000 locations across North America. We specialize in the Quick Service Restaurant (QSR), C-Store & Fuel Retailing, Retail and Consumer Brand Manufacturing industries, providing end-to-end marketing execution through our integrated services, including strategy, creative, print production, merchandising displays, fulfillment, warehousing, technology development, and logistics.

Our 200,000-square-foot production and distribution facility allows us to deliver scalable retail marketing solutions that help our clients execute programs consistently across thousands of locations.

JOB SUMMARY:

The Office Coordinator/Administrative Assistant serves as the first point of contact for employees, visitors, vendors, and delivery personnel. This position is responsible for maintaining a professional and welcoming front desk and lobby, coordinating daily office needs, and providing administrative support across the organization.

The role will also assist with assigned safety-related tasks, office projects, and occasional ad hoc administrative requests from Human Resources and other departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities include the following. Other duties may be assigned.

Front Desk and Visitor Coordination

• Maintain consistent front-desk coverage and provide a professional and welcoming presence in the lobby.
• Greet employees, visitors, applicants, vendors, contractors, and delivery personnel.
• Direct visitors to the appropriate contact or location.
• Ensure visitors follow established check-in and sign-in procedures.
• Provide visitor badges or identification when required and notify employees when their visitors arrive.
• Keep the front desk and lobby clean, organized, presentable, and ready for visitors.
• Respond to general inquiries and route calls, messages, and requests to the appropriate department.

Mail, Deliveries, and Office Supplies

• Receive, sort, and distribute incoming mail, packages, and deliveries promptly and accurately.
• Prepare and coordinate outgoing mail, shipments, and courier pickups as requested.
• Monitor inventory and order office supplies, coffee and breakroom supplies, maintenance supplies, copy paper, and other routine workplace items.
• Organize supply areas and restock common areas as needed.
• Maintain basic order records, receipts, and vendor information.
• Assist with resolving routine supply or delivery issues.

Administrative and Office Support

• Provide administrative assistance to leaders and departments, including scheduling, data entry, filing, copying, scanning, printing, document preparation, and record organization.
• Use Microsoft Excel, Word, Teams, and Outlook to maintain trackers, prepare correspondence, coordinate calendars and meetings, and communicate updates.
• Assist with meeting setup, employee communications, signage, company events, office projects, and other assigned activities.
• Coordinate routine office service requests and communicate with approved vendors or internal maintenance contacts as directed.
• Provide occasional ad hoc administrative support to Human Resources and other departments.

Safety Support

• Assist with assigned safety-related administrative tasks, including maintaining logs, organizing forms and supplies, posting notices, and tracking the completion of routine items.
• Support safety meetings, drills, inspections, and training logistics as directed.
• Promptly report observed safety, security, facility, or visitor concerns to the appropriate leader.

REQUIRED SKILLS/EXPERIENCE:

• High school diploma or equivalent.
• Two or more years of receptionist, office coordination, administrative assistant, or related office support experience preferred.
• Working proficiency in Microsoft Excel, Word, Teams, and Outlook, including basic spreadsheets, email, calendars, and document preparation.
• Professional, friendly, and dependable presence in a front-facing role.
• Strong organizational, time-management, and follow-through skills.
• Strong attention to detail.
• Ability to manage interruptions and multiple priorities.
• Ability to handle confidential information with discretion.
• Clear verbal and written communication skills.
• Bilingual English/Spanish skills preferred.

SUPERVISORY RESPONSIBILITIES

• This job has no supervisory responsibilities.

WORK SCHEDULE

This is a full-time, hourly, non-exempt position scheduled onsite from 8:00 a.m. to 5:00 p.m. Regular and reliable attendance is essential because the position provides front-desk and lobby coverage. Occasional schedule flexibility may be required based on business needs.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly sit, stand, walk, communicate, and use hands to handle office materials and equipment.
• Frequently reach, bend, stoop, and move throughout the office to receive deliveries, distribute mail, and restock supplies.
• Occasionally lift, carry, push, or pull office supplies, paper, packages, or related items weighing up to 40 pounds.
• Use close and distance vision and the ability to adjust focus when working with computers, documents, visitors, and deliveries.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate.