Office Coordinator

Company Description

Pilot Company is an industry-leading network of travel centers with more than 30,000 team members and over 750 retail and fueling locations in 44 states and six Canadian provinces. Our energy and logistics division serves as a top supplier of fuel, employing one of the largest tanker fleets and providing critical services to oil operations in our nation's busiest basins. Pilot Company supports a growing portfolio of brands with expertise in supply chain and retail operations, logistics and transportation, technology and digital innovation, construction, maintenance, human resources, finance, sales and marketing.

Founded in 1958 by Jim A. Haslam II and currently led by CEO Adam Wright, our founding values, people-first culture and commitment to giving back remains true to us today. Whether we are serving guests, a fellow team member, or a trucking company, we are dedicated to fueling people and keeping North America moving.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other characteristic protected under applicable federal, state or local law.

Military encouraged to apply.

Job Description

The purpose of this job is to greet and direct all visitors in a manner that represents the company’s mission, vision, and values and assist in the general administration needs of the Office Services group and general business office.

1. Greet, screen, and direct visitors
2. Coordinate and run the office conference rooms

• Book and approve conference rooms requests
• Straighten conference rooms after each meeting
• Clean all white boards and tables
• Stock snacks and drinks everyday

1. Enter invoices in Concur
2. Prepare and file expense reports for management level personnel
3. Coordinate and organize onsite business lunch meetings
4. Track, order and re-stock all Office Supplies
5. Receive and forward incoming mail; maintain and route publications
6. Maintain electronic and manual filing systems
7. Complete data entry and maintain information in department databases
8. Plan and coordinate food and supplies for Team Member events
9. Manage company car and coordinate team member and visitor badges.
10. Perform general clerical duties (e.g., photocopying, faxing, collating)
11. Model behaviors that support the company’s common purpose; ensure guests and team members are supported at the highest level
12. Ensure all activities are in compliance with rules, regulations, policies, and procedures.
13. Communication between office supply vendors and other Pilot offices.
14. Arrange office fun events like, Employee Appreciation Day, Family day etc.
15. Complete other duties as assigned.

Qualifications

• Valid drivers licenses required
• High school diploma or equivalent certificate required
• Minimum one year experience in Front Desk or Administrative role
• Intermediate Microsoft Office skills[RL1] , including Excel
• Ability to operate multiline phone system preferred
• Experience with invoicing and expense reports preferred
• Excellent written and oral communication skills
• Ability to multitask
• Ability to exude an outgoing and professional demeanor
• Ability to work a in a dynamic, fast-paced environment
• Ability to prioritize and organize workload