Business Operations Coordinator

Position Summary

As the Business Operations Coordinator, you will directly support the Chief Executive Officer and other departments, as needed. The Business Operations Coordinator will play a crucial role in ensuring the smooth and efficient operations of our office in Houston, TX. You will help coordinate internal and external events, and enhance client relations through the support of sales, marketing, and executives. This position requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. No two days are the same - you'll never stop learning and growing. You'll have the autonomy to make important decisions while receiving support and guidance along the way. You bring your intelligence, creativity and curiosity; we'll teach you the rest.

This position is based at W Energy Software’s headquarters in Houston, TX. You'll receive competitive benefits and have the opportunity to earn performance bonuses. W Energy Software’s environment is one of continuous learning; you'll have access to opportunities to expand your skill set and share your knowledge with others.

You will enjoy working in a flexible environment where mutual respect is a key ingredient. The executive team is supportive, very talented and is always encouraged to communicate ideas with the executive team. Our administration is critical to our continued success and is appreciated as such.

Responsibilities

Office Management

• Oversee daily office operations to ensure a productive and efficient work environment.
• Manage office supplies and inventory, ensuring timely replenishment.
• Coordinate with building management for any office maintenance or repair needs.
• Implement and maintain office policies and procedures.

Event Coordination

• Plan and execute internal events such as team meetings, workshops, and social gatherings.
• Coordinate external events including client meetings, conferences, and trade shows.
• Handle logistics such as venue booking, catering, travel arrangements, and event materials.
• Ensure all events run smoothly and are executed within budget.
• Negotiate contracts with vendors with minimal direction.

Administrative Support

• Provide administrative support to senior management and other departments as needed.
• Assist with calendar management, travel arrangements, etc.
• Prepare reports, presentations, and other documentation.
• Handle incoming communications, including phone calls and emails, and direct them to the appropriate parties.
• Collaborate with sales, marketing, and executives to identify opportunities for enhancing client relationships (sending gifts, etc).

Project Management

• Assist in coordinating and managing special projects as assigned by management.
• Track project progress and ensure timely completion of milestones.
• Maintain a high level of confidentiality and professionalism in all interactions.
• Perform other related duties as assigned to support the overall goals of W Energy.

Requirements

• Bachelor’s degree in Business Administration, Marketing, Communications, or a related field (or equivalent experience).
• Thorough knowledge of Microsoft Office suite, with the ability to quickly learn new systems.
• Detail oriented and proactive.
• Strong organizational skills and the ability to effectively multi-task and prioritize in fast-paced environment.
• Possess exceptional communication (written and verbal), interpersonal and problem-solving skills.
• Demonstrated proficiency in the fundamentals of writing and editing and the ability to produce a variety of written materials.
• Committed to discretion and confidentiality.
• Team-oriented, flexible attitude is a must.
• A drive to continue learning, specifically about the energy business and the software.
• Event coordinating experience.
• Experience negotiating vendor contracts and agreements.

Preferred

• Experience in a client-facing role.
• Trade show experience.