Office Coordinator

Job Title: Office Coordinator  

Reports To: Plant Manager 

Department / Group:Admin 

Position Type: Full-Time 

Location: New Lenox, IL 

Exemption Status: Non- Exempt 

About Us: 

NLX Beverage Solutions, now integrated into Finlays Solutions, brings together specialized beverage manufacturing expertise with the scale of a global industry leader. 

Finlays Solutions is a leading partner to the B2B beverage manufacturing industry, recognized for its deep expertise, strong industry relationships, and commitment to innovation. The company plays a central role in supporting beverage brands, flavor houses, private label partners, and manufacturers through high-quality products, technical capabilities, and collaborative problem-solving. With a strong presence in the ready-to-drink beverage market, Finlays Solutions focuses on identifying emerging opportunities, expanding into new market spaces, and delivering solutions that meet evolving customer and consumer needs.  

 
Finlays Solutions operates with a strong commitment to its mission, values, ethics, and long‑term goals, ensuring that every initiative reflects the company’s dedication to integrity, partnership, and sustainable success. 

Job Summary: 

The Office Coordinator provides essential administrative and operational support to ensure the smooth day-to-day functioning within a fast-paced beverage manufacturing environment. This role coordinates front-office activities, supports employee onboarding logistics, maintains accurate records, manages office communications, and responds to general employee, contractor, and visitor inquiries. Serving as a central point of contact, the Office Coordinator upholds a high standard of professionalism, organization, confidentiality, and attention to detail. The position also assists with reporting, document management,compliance-related tracking, employee engagement support, and coordination of cross-functional administrative activities to promote efficient operations and alignment with company policies and procedures. 

Essential Duties and Responsibilities: 

• Serve as the first point of contact for employees, applicants, contractors, vendors, and visitors, greeting and assisting them in a courteous, service-oriented, and professional manner. 

• Demonstrate high standards of integrity, professionalism, discretion, and fairness in all interactions, decisions, and administrative responsibilities 

• Helps and assist coordinating, tracking and maintaining training matrix as assigned 

• Participates in meetings as per Plant Manager request 

• Respond to, and manage, inquiries received in person, by phone, and via email, providing accurate information or directing individuals to the appropriate personnel or department in a timely manner. 

• Coordinate and maintain appointment scheduling, meetings, interviews, and calendars for office leadership and departments, ensuring effective time management and clear communication. 

• Provide administrative support for office operations, policies, and procedures across the facility, ensuring consistency and organizational efficiency. 

• Enforce and support facility security protocols by tracking visitor access, issuing and retrieving visitor badges, and communicating safety and security expectations as needed. 

• Serve as a general resource for employees and visitors by providing information related to office operations, internal processes, and company resources, directing HR-specific inquiries to the appropriate HR personnel. 

• Support onboarding logistics for new hires, including workspace preparation, coordination with IT and facilities, distribution of orientation materials, and scheduling of onboarding activities. 

• Initiate and track purchase requests and office supply orders in alignment with company procurement policies and budget guidelines. 

• Assist with the planning, coordination, and execution of company events such as employee engagement activities, celebrations, training sessions, quarterly meetings, and recognition programs. 

• Perform a wide range of clerical and administrative tasks including document preparation, correspondence tracking, and report support related to office operations. 

• Collaborate with office leadership, HR, facilities, and other departments to support organizational goals, operational efficiency, and a positive workplace environment. 

• Perform all other duties as assigned

Qualifications & Requirements: 

• High school diploma or equivalent. 

• Three years’ relevant work experience preferred · Bi-Lingual (Spanish) strongly preferred. 

• Proficiency in MS Office. 

• Demonstrated ability to read, write, and communicate effectively in English to ensure understanding of written procedures, safety instructions, technical documentation, and verbal communications. 

• Basic math skills including addition, subtraction, multiplication, division, and use of weights and measures. 

• Must be comfortable using a calculator · Familiarity with basic computer systems and control interfaces. 

• Team-oriented attitude; respectful, approachable, honest, dependable, and adaptable to change Capable of resolving conflicts professionally. 

• Able to prioritize tasks and remain productive under shifting demands · Follows both written and verbal instructions accurately. 

• Highly motivated, reliable, and hands-on with a strong problem-solving mindset. 

• Able to identify and address inconsistencies or quality issues with accuracy and precision 

Physical Demands 

• Vision, hearing and speaking to meet performance standard. 

• Walk up and down long staircases multiple times daily, elevator available for use. We have a large facility and this position needs to access many different places within the facility daily. 

• Required to sit for long periods of time, talk/listen via telephone, use keyboard and mouse to navigate software programs. 

• The ability to safely lift and carry up to 25 pounds on an occasional basis. 

• Occasionally going into the production area and donning protective clothing as stated below. 

Work Environment 

• Typical office environment on a daily basis, with occasional time spent in the manufacturing operation as needed. 

• Must be able to work in a dynamic manufacturing environment that may include exposure to odors, dust, moderate noise levels, and fluctuations in temperature and ventilation. Work environment may involve exposure to inclement weather. Appropriate personal protective equipment (PPE) must be worn at all times, which may include but is not limited to: safety glasses, steel-toed shoes, gloves, hairnets, uniforms, and face shields, as required by specific job duties and safety protocols. 

Quality Statement:  

• Our Quality and Food Safety Management strategy is anchored by our food safety and quality culture and a two-pronged approach to “be the best” as we produce “only the best”. Every employee has a role to play in this strategy as outlined by the following: 

• Follow Good Manufacturing Practices (GMP’s), allergen control, food defense, HACCP, SQF, and regulatory requirements so that we make consistently safe, quality products. 

• Ensure the presence of visitors, contractors, and customers are documented on each visit in and out of the facility to maintain good manufacturing practices, allergen controls, food defense/food security and HACCP controls. 

• Report all food safety and quality issues to management immediately. 

• Partner with colleagues across all functions to share knowledge, skills, and information regarding quality and food safety. 

• Adhere to all health and safety work practices. 

• Exhibit an understanding of quality and food safety standards and be able to speak about the Finlays quality and food safety system and your role in it. 

• Handle customer complaints in a timely and professional manner so that the customer is put first, always. 

• Participate fully in Finlays programs that drive continuous improvement methodologies. 

Any employee in doubt as to the role they play in the Finlays quality and food safety management system must reach out to the site Quality Manager or VP of Quality. 

Equal Opportunity Statement: 

Finlays Solutions is an equal employment opportunity employer seeking diversity in qualified applicants for employment. All applicants will receive consideration for employment without regard to race, ethnicity, color, gender, gender identity, age, religion, national origin, ancestry, disability, perceived disability, medical condition, genetic information, veteran status, sexual orientation, or any other protected status, as defined by applicable law. Finlays employs individuals that are 18 years of age or older. 

This position is not eligible for Visa Sponsorship