Administrative Coordinator

Administrative Coordinator

Job Overview:

Title Data is seeking a detail-oriented and dependable Administrative Coordinator to serve as the operational backbone of our office. This role is the first point of contact for visitors, callers, and vendors. The ideal candidate is organized, proactive, and personable, with experience in a wide range of administrative, financial, and facilities-related responsibilities.

Employment Type: Full-Time, Non-Exempt

Reports To:

Executive Assistant

Responsibilities:Front Desk & Reception:

• Serve as the primary point of contact for all incoming calls, routing inquiries to the appropriate staff and delivering accurate messages in a professional and timely manner
• Greet visitors, clients, and vendors upon arrival, ensuring a welcoming and professional front office environment
• Accept and process incoming packages and deliveries, notifying recipients promptly
• Collect, sort, and distribute incoming mail; coordinate outgoing mail, including printing postage stamps and mailing checks
• Manage and reconcile FedEx invoices, ensuring accuracy and timely processing

Financial & Accounting Support:

• Ensure accurate recordkeeping and timely reconciliation of County Escrow Accounts
• Prepare and distribute invoices for bill payment; maintain organized filing of check copies for audit and compliance purposes
• Create and send deposit invoices and deposit receipts to appropriate parties
• Code and log expense reports (including executive expense reporting) with accuracy and attention to detail
• Shred financial documents in accordance with retention policy

Records, Compliance & Document Management:

• Facilitate media handoff management, including scheduling pickups, tracking inventory, and maintaining chain-of-custody records
• Ensure data shredding management is in compliance with company retention and destruction policies
• Monitor and record the Computer Room electric meter readings on a scheduled basis
• Assign office keys to staff, maintain key receipt logs, and manage access records

Office & Facilities Coordination:

• Monitor and replenish kitchen supplies; maintain the cleanliness and organization of the kitchen area
• Manage inventory and distribution of office supplies to staff
• Distribute building memos, policy notices, and internal communications to appropriate personnel
• Manage conference room reservations to ensure availability and prevent scheduling conflicts
• Set up the conference room for Board of Directors (BOD) meetings, including refreshments and seating

Employee Engagement & Events Support:

• Prepare and circulate birthday cards for staff, collecting signatures and coordinating timely distribution
• Aggregate and track employee responses for company-sponsored events and activities
• Prepare the Annual Holiday Calendar for Title Data and County Offices for internal distribution

Additional Responsibilities:

• Perform other duties as assigned

Job Skills & Qualifications:Required:

• Reliable, punctual, and self-motivated with strong attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills with a professional and courteous demeanor
• Demonstrated ability to handle confidential financial and personnel information with discretion
• High school diploma or equivalent
• Minimum of 2 years of experience in an administrative, receptionist, or office coordinator role
• Experience with basic bookkeeping, invoicing, or accounts payable processes

Preferred:

• Associate’s or bachelor’s degree
• Experience in the title, real estate, or financial services industry
• Experience in processing expense reports and working with vendor invoice reconciliation
• Knowledge of county or government office procedures and correspondence

Pay: $18.27 - $20.20 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Location:

• Houston, TX 77008 (Required)

Ability to Commute:

• Houston, TX 77008 (Required)

Work Location: In person