Office and Events Supervisor

Description

Position summary 

Coordinate Houston office services, employee events and site-level projects. This role brings together department owners and vendors to keep the office organized and ensure work is planned, assigned, followed through and completed as intended. The Office and Events Supervisor owns coordination and follow-through, working directly with the Houston Office Leader to resolve issues and keep priorities on track. 

Office projects and coordination 

• Coordinate site-level projects and local leadership requests across Maintenance, Custodial Services, HR, IT and Monitoring. Confirm scope, expected results, task owners, deadlines and dependencies. 
• Track progress, coordinate handoffs, follow up with responsible departments and vendors, and verify completion. Escalate delays, unresolved issues and competing priorities to the Houston Office Leader. 
• Coordinate manager and cross-office meetings, room bookings, meeting minutes and follow-up actions. 

Office services and facilities 

• Coordinate office upkeep, cleaning & maintenance product stocking, facilities purchases and event-related supplies through established approval processes. 
• Coordinate vendor arrivals and site work, monitor progress, and obtain quotes and proposals for review. 
• Arrange building badges, keys and access for employees, guests, vendors and events under established procedures. Assign lockers and maintain locker-room readiness. 
• Host company guests, including welcome, maintain sign-in records, meeting-room setup and meal arrangements.  
• Coordinate offboarding logistics, including locker cleanout, approved status updates, packing and shipment drop-off. 

Employee events and recognition 

• Partner with HR to plan employee events, including budgets, research, vendor quotes and negotiations, venues, catering and entertainment, within approved plans. 
• Supervise and ensure event setup, coordination and cleanup, including decorations, guest welcome and vendor support. Coordinate assigned responsibilities with HR and provide scheduled early, late or overnight event coverage as needed. 
• Support HR-led event communications and materials by coordinating logistics and confirmed details. 
• Administer recognition gift cards for Power Hour, manager QA challenges and core-value highlights. 
• Coordinate employee licensing requirements across Compliance, HR, WFM and site leadership, including scheduling required training and fingerprinting appointments, supporting applications and renewals, and facilitating timely employee reimbursements and follow-through. 

Talent Acquisition operations support 

• Coordinate interviews with Talent Acquisition, including scheduling, candidate welcome, testing setup, printing packets and scanned interview notes. 
• Conduct candidate pre-screening using approved Talent Acquisition criteria and communicate approved next steps to unsuccessful candidates. 
• Coordinate approved work-from-home communications, IT requests and training with Workforce Management.  
• Coordinate licensing renewal reminders, employee instructions and related training with the designated licensing contact and Workforce Management. 
• Prepare Houston Monitoring and system-change communications with designated stakeholders and coordinate approved group-chat posts. 
• Support UL inspections by gathering documents and completing assigned weekly, monthly and annual support tasks.  

Requirements

• 3-5 years experience coordinating office operations, events or administrative projects involving multiple teams and vendors. 
• Strong organization, prioritization and follow-through, with the ability to track owners, deadlines and outstanding actions. 
• Clear written and verbal communication, sound judgment and a service-oriented approach. 
• Working proficiency with Microsoft Office and common scheduling, collaboration and tracking tools. 
• Ability to handle confidential information appropriately and work on site in Houston. 

We offer a competitive salary and benefits package including paid vacation, paid holidays, health/dental/vision insurance, a generous 401k plan with company match.

Affiliated Monitoring is committed to a diverse and inclusive workforce, one that reflects the varied communities we serve. The services we offer and the products we build greatly benefit from a range of perspectives, which can only come from diversity of all types at all levels of the organization. Achieving true diversity and inclusion is the right thing to do and is also the smart thing for our business. We strongly encourage women, veterans, people with disabilities, people of color and gender nonconforming candidates to apply.

Affiliated Monitoring is an Equal Opportunity Employer and does not discriminate on the basis of an individual's sex, age, race, color, creed, national origin, alienage, religion, marital status, pregnancy, sexual orientation, gender identity and expression, disability, genetic trait or predisposition, carrier status, citizenship, veteran or military status and other personal characteristics protected by law.