Office Coordinator / Executive Assistant (ONSITE)

The Office Coordinator / Executive Assistant keeps Blue Spark’s Houston headquarters running smoothly and provides executive-level administrative support to the leadership team.

Reporting to the Chief Technology Officer and Chief Commercial Officer, the Office Coordinator provides executive assistance, manages daily office operations, and coordinates customer visits across Sales and technical teams. The role is primarily on-site, with occasional agreed remote support.

This is a full-time, on-site role based in Houston, TX.

Key Accountabilities:

Reception:

• Handle calls and general inquiries professionally; route specialist requests and follow up on messages.
• Welcome visitors, notify hosts, and coordinate sign-in and required HSE orientation.

Executive Assistance & General Administrative Support:

• Support the Chief Technology Officer, Chief Commercial Officer, and other assigned leaders: manage calendars, priorities, scheduling conflicts, and meeting preparation.
• Prepare correspondence, presentations, and reports; maintain current documents and contracts, and protect confidential information.
• Maintain accurate contact lists, databases, and records; manage data entry, filing, correspondence, employee communications, and expense reconciliation.
• Coordinate onboarding setup and routine IT or phone-system support; escalate technical issues.
• Coordinate staff and executive travel, itineraries, and changes with the Corporate Travel team.
• Organize meetings and events, prepare materials, record minutes as required, and track actions and deadlines.
• Act as the trained import/export backup when primary and secondary contacts are unavailable, following approved procedures.

Sales & Marketing Support:

• Support marketing materials, presentations, proposals, bid responses, and market research.
• Coordinate trade shows, SPE conferences, technology forums, and job fairs as required.

Customer Experience Area & Visit Coordination:

• Own the customer experience area calendar, including visits, demonstrations, preparation, and reset time; prevent booking conflicts.
• Coordinate Sales and technical teams: confirm visit objectives, agendas, hosts, and specialist availability; resolve staffing gaps and communicate changes early.
• Ensure the room, materials, refreshments, and visitor arrangements are ready; coordinate demonstration setup and safety with the technical team, and cleaning and reset after visits.
• Capture visit follow-up actions and route customer requests to the responsible owner.

Office Operations, Facilities & Bill Administration:

• Keep the office, shared spaces, and kitchen ready for use; manage supplies and inventory.
• Coordinate cleaners, maintenance providers, and building management; arrange schedules and access, track issues, and confirm completion.
• Manage keys, access cards, and authorized alarm-code access. Arm and disarm the office alarm as assigned after training; follow security procedures and report issues.
• Follow company and customer HSE, operational, and QA procedures; escalate hazards and facilities concerns.
• Maintain a current service-provider directory with maintenance, cleaning, utilities, IT, security, and emergency contacts.
• Check invoices against agreed services, obtain approvals, and pay within delegated authority or submit to Finance. Track due dates, retain records, and escalate discrepancies; obtain approval before committing to costs.
• Perform other related duties within the role’s training and authority.

Required Qualifications (including Licenses/Certifications):

• 5+ years of administrative, executive-assistance, or office-coordination experience.
• Prior experience supporting senior-leadership and customer-visit coordination preferred.
• Degree or diploma in Business Administration – Office Management or a related field or a combination of equivalent experience.
• Strong organization, attention to detail, prioritization, and follow-through; able to work independently and adapt to changing demands.
• Professional communication, discretion, and a service mindset; able to collaborate with leadership, Sales, technical teams, and vendors.
• Experience with Microsoft Office 365 tools in particular Outlook, Word, Excel, and Teams.
• Experience with coordinating service providers, checking invoices, and maintaining payment records under approved procedures.

Physical Demands/Work Environment:

• Primarily on-site, with reliable coverage for office operations and customer visits. Work is mainly office- or lab-based and sedentary, with changing priorities.
• Occasional remote work may be required or approved for scheduling, travel, visits, or urgent administration, with on-site coverage maintained. Any outside-hours support and availability are agreed with the supervisor, subject to applicable overtime arrangements; no continuous on-call requirement.
• Occasional lifting of supplies or materials is limited to less than 20 pounds.
  
• Visits to the manufacturing floor require following PPE and site safety requirements.

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.

At Blue Spark, we believe great teams are built through diverse perspectives and inclusive practices. We’re committed to creating an inclusive workplace and welcome applications from all qualified candidates.