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.

The Office Coordinator is the first point of contact for visitors arriving at the company. This role is responsible for a variety of administrative tasks, including greeting visitors, handling incoming calls, and directing calls to appropriate personnel. The Office Coordinator assists employees with basic administrative duties and serves as the office coordinator for the Corporate Office. This role provides general administrative support by performing general office duties as outlined below.

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

Office Administration

• Provide administrative support to the Country Manager, including the coordination meetings, travel itineraries, and schedules
• Support day-to-day office administration, including tracking office-related bills and invoices (utilities, cleaning, maintenance, subscriptions, etc.) and submitting for review/approval in line with company procedures.
• Maintain and organized office records (vendor contacts, service schedules, invoice files), track key deliverables, manage document control systems and support basic reporting on office spend and recurring services.
• Coordinate with vendors and service providers to resolve billing questions and ensure continuity of office services.
• Provide Administrative support to the Human Resources Manager as needed.

Office Services, Supplies & Facilities Coordination

• Maintain office supply inventory (stationery, pantry, printer supplies) and place orders to ensure availability and cost control.
• Log and coordinate office maintenance issues and service requests (e.g., IT/front-desk equipment coordination, building management liaison as applicable).
• Support a safe and professional workplace by coordinating routine office upkeep and communicating office notices to employees as needed.
• Assist with basic access coordination for visitors and staff (e.g., directing visitors, notifying hosts, supporting access/badge processes per site procedure).

Reception & Communications

• Answer and route incoming calls promptly and professionally; take accurate messages and follow up as needed.
• Greet, screen and direct visitors; coordinate visitor sign-in, badges, and meeting room notifications in line with site procedures.
• Maintain a tidy, professional reception area; manage incoming general enquiries and provide accurate information or referrals.
• Coordinate meeting room bookings and support basic meeting set-up (e.g., seating, refreshments, visitor direction) as requested.

Mail, Courier & Internal Distribution

• Receive, sort and distribute incoming mail to internal departments/individuals; maintain confidentiality when handling sensitive correspondence.
• Receive courier deliveries and coordinate pickups; ensure items are signed for and directed to the appropriate recipient.
• Prepare outgoing mail and courier packages, including addressing, packaging, and coordination with courier services; maintain dispatch logs as required.

QUALIFICATIONS, EXPERIENCE, AND EDUCATIONAL REQUIREMENTS:

• Bsc in Business Administration, or a related field is an asset.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and comfort using office equipment (multi-function printers, telephone systems).
• Strong interpersonal and communication skills with a customer-service mindset; able to handle sensitive information with discretion.
• Excellent organization, attention to detail, and ability to prioritize multiple tasks in a busy office environment.
• 3–5 years of experience in office administrative assistant, or office management role, ideally within a corporate environment.
• Demonstrated experience managing office administration tasks such as mail distribution, vendor coordination, and basic invoice/bill tracking.
• Experience handling high volumes of phone calls and providing professional front-desk support, including visitor screening and meeting coordination.
• Strong record-keeping skills and the ability to maintain organized files/logs (mail/courier, invoices, vendor contacts, office inventory).
• Able to work independently, exercise good judgement, and collaborate effectively with internal stakeholders and external visitors/vendors.
• Strong customer service orientation with a calm, professional demeanor.
• Demonstrated discretion and ability to handle confidential information appropriately.
• Experience supporting a team in a busy office setting, with the ability to prioritize competing requests and meet deadlines.

SUPERVISORY RESPONSIBILITIES:

None, however, this role may coordinate the work of third-party service providers (e.g., couriers, cleaning, maintenance) as part of normal office operations.

WORK ENVIRONMENT:

This position operates in a professional corporate office environment and routinely uses standard office equipment such as computers, telephones, printers, and copiers. The role requires regular interaction with employees, visitors, and vendors and may involve managing multiple priorities in a fast-paced but generally moderate-noise setting.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This role requires regular sitting, standing, walking, speaking, hearing, and use of hands for operating office equipment. The employee may occasionally need to reach, bend, and lift or move items such as office supplies or packages, generally up to 25 pounds. Specific vision abilities required include close vision and the ability to focus on computer screens and written materials.

WORK AUTHORIZATION:

Candidates must be authorized to work in assigned location.

AFFIRMATIVE ACTION/EEO STATEMENT:

It is the policy of Excelerate Energy to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.