Administrative Operations Coordinator

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Overview

Job Title: Administrative Operations Coordinator

Position Function: The Administrative Operations Coordinator provides front-office reception and administrative support across multiple business functions, including Human Resources, Accounting, Procurement, and Engineering. This role is responsible for ensuring smooth day-to-day office operations, supporting internal teams, and serving as a professional first point of contact for employees, visitors, and vendors.

Education: High school diploma or equivalent required; associate’s degree preferred.

Experience: 1-5 years of experience in administrative or office support required. Experience supporting HR, accounting, or operations functions preferred.

Relevant Skills: Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Strong organizational and time management skills. Must possess strong customer service skills. Ability to handle multiple priorities with attention to detail. Discretion and professionalism when handling confidential information. Strong written and verbal communication skills with the ability to interact comfortably at all levels of the organization including with senior level leaders.

MAJOR RESPONSIBILITIES:

 Essential Tasks:

  1. Reception & Front Office
    1. Greet and assist visitors, vendors, and employees in a professional and courteous manner
    2. Answer, screen, and route incoming phone calls
    3. Receive, distribute, and process incoming and outgoing mail and deliveries
    4. Assist with coordination of company lunches and refreshments as needed
    5. Assist and participate in internal Recreation Committee and Safety Committee
    6. Support internal events, meetings, lunches, and employee activities
    7. Monitor and maintain office supply inventory and place orders as needed
  2. Human Resources, Quality, and Safety Support
    1. Assist with onboarding and offboarding processes, including paperwork, orientation coordination, scheduling
    2. Maintain employee personnel files and HR records in both electronic and physical formats
    3. Support recruiting activities including job posting administration and interview scheduling
    4. Assist with training coordination, tracking, and documentation
    5. Assist with benefits administration and respond to routine employee inquiries
    6. Maintain strict confidentiality of sensitive employee and company information.
    7. Assist with documentation related to safety, quality, or regulatory requirements as assigned.
    8. Adhere to all company safety policies, procedures, and site requirements
  3. Accounting, Procurement, and Engineering Support
    1. Copy, scan, file and organize documents as necessary
    2. Assist with maintaining accurate records and documentation
    3. Provide back-up administrative support to Accounting, Procurement, and Engineering functions as needed

Discretionary Tasks:

  1. Additional job duties as assigned.

Apply for: Administrative Operations Coordinator

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