Office Coordinator
For more than 30 years, Mentor IMC Group has provided Consultants and Teams to global Energy and Infrastructure companies, encompassing all Project Management, Design, Engineering and Health & Safety disciplines across the Oil and Gas, Renewables, Offshore Wind, Nuclear, Power and Construction industries.
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Office Coordinator
The role is for an Office Coordinator to work in our Houston office of individuals within a larger team focused management global consulting / recruitment business. The individual must possess high standards in work performance and demonstrate attention to detail and professionalism.
Summary of duties current and / or in future:
- Become conversant with Company's recruitment management systems (RMS) and procedures and then maintain the RMS in terms of contact to be made with Clients and Candidates by means of making contact by email, phone.
- Format (type) of Resumes in accordance with Company procedures promptly and efficiently for distribution to Company offices worldwide as required.
- Register new requirement enquiries and create web requirement advertisements in accordance with Company procedures promptly and efficiently.
- Conduct research for target companies and provide intelligence on market demographics.
- Serve as a Recruiting Sourcer to help identify new candidates for client needs when needed.
- Assisting with compliance checks including taking up references on candidates and verifying qualification with awarding bodies as required.
- Conduct ongoing liaison with clients and candidates in relation to the specific enquiry status, arrange interview, coordinate interview with individual and client as required.
- Make contact with expatriate, regional and local based consultants as required.
- Answer phones and screening calls, directing incoming calls to appropriate party promptly and efficiently.
- Perform a varied range of administrative duties and tasks as directed.
- Meet and greet visitors, Consultants and Clients.
- Provide reports to management as directed.
- File electronic client and consultant contracts and correspondence in accordance with Company procedures.
- Expediting of Client approvals and proposals and resolution of queries arising as required.
- Negotiation and conveyance of terms and conditions of approved assignment contracts and purchase orders to potential consultants as required.
- Issue of consultancy contracts to professional consultants including resolution of queries as required.
- Administration of ongoing contract commercials and management of renewal / revalidation processes and develop of contract administration processes and procedures as required.
- Preparation of management reports as required.
- Calendar management, requiring interaction with internal / external executives and their assistants, as well as clients, to coordinate a variety of meetings (including conference calls and video conference).
- Set up business development / client meetings.
- Correspond on behalf of Management (emails, faxes, letters) as required.
- Provide personal assistance as required.
- Coordinate processing invoices and bills for payment with management, external accountants and corporate office.
- Oversee procurement of office supply such as stationery, paper and pantry supplies.
- Liaise with overseas Company offices as required.
- Assisting with issuing of company insurance group membership packages to Consultants as directed.
- Assisting with arrangement of travel to support Travel Manager as directed.
- Assisting with arrangement of meet & greet, air/sea freight, car hire as directed.
- Assisting with visa procurement as directed.
Job Ref: 9894
Houston, TX
Other
Permanent
