Office Coordinator

POSITION OBJECTIVE

The Office Coordinator serves as the first point of contact for visitors, customers, candidates, vendors, and contractors while coordinating reception and front-office operations for the manufacturing facility. The role provides dependable administrative support to senior leadership, Human Resources, Operations, Quality, Finance, Engineering, and other departments as business needs require.

This position is accountable for creating a professional and welcoming experience, maintaining organized and efficient office processes, protecting confidential information, coordinating supplies and vendors, supporting meetings and employee events, and ensuring administrative work is accurate, timely, and aligned with company safety and compliance practices.

REPORTING STRUCTURE AND ORGANIZATIONAL SCOPE

The Office Coordinator reports to the Director, Human Resources and works across departments to support daily administrative needs, office services, visitor coordination, employee activities, and special projects.

• Reception, visitor, customer, vendor, contractor, and candidate support
• Incoming telephone calls, mail, packages, deliveries, and general inquiries
• Administrative support for Human Resources, Operations, Quality, Finance, Engineering, and other departments
• Document preparation, correspondence, filing, scanning, data entry, records, and special projects
• Office supplies, administrative inventory, purchasing coordination, and vendor follow-up
• Employee meetings, training sessions, celebrations, recognition activities, and company-sponsored events
• Office equipment, conference-room readiness, signage, bulletin boards, and employee notices
• Continuous improvement of office organization and administrative processes

ESSENTIAL FUNCTIONS

Reception and Front Office Support

• Greet and direct visitors, customers, vendors, contractors, and candidates in accordance with company safety and compliance practices.
• Manage incoming telephone calls and route inquiries accurately and professionally.
• Receive, sort, track as appropriate, and distribute mail, packages, and deliveries.
• Maintain a professional, organized, secure, and welcoming reception area.

Cross-Functional Administrative Support

• Provide administrative support to senior leadership, Human Resources, Operations, Quality, Finance, Engineering, and other office departments as assigned.
• Prepare, edit, proofread, format, and distribute documents, reports, presentations, correspondence, notices, and meeting materials.
• Assist with filing, record retention, scanning, document management, data entry, and maintenance of departmental records.
• Support special projects and administrative initiatives while maintaining confidentiality.

Supply, Vendor, and Office Coordination

• Order, track, organize, and maintain office supplies and administrative inventory.
• Coordinate purchasing of approved event supplies, employee-recognition items, and meeting materials.
• Monitor inventory levels to prevent shortages, unnecessary duplication, and avoidable expense.
• Maintain organized administrative workspaces and support practical improvements in office efficiency.

Employee, Meeting, and Event Support

• Assist with employee events, meetings, training sessions, celebrations, engagement activities, and recognition programs.
• Coordinate catering, room setup, signage, supplies, attendance materials, and post-event cleanup arrangements.
• Assist with company communications, bulletin boards, employee notices, and approved facility messaging.
• Maintain event and meeting checklists, schedules, contacts, and materials to support consistent execution.

REQUIRED QUALIFICATIONS

1. Education: High school diploma or GED required.

2. Relevant experience: Demonstrated administrative capability, organization & judgement through office-support, or customer-service experience preferred.

3. Office technology: Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint and the ability to operate standard office equipment.

4. Communication: Strong written and verbal communication skills with a professional and service-oriented approach.

5. Organization and execution: Demonstrated ability to manage multiple priorities, maintain details, meet commitments, and keep records organized.

6. Judgment and confidentiality: Ability to handle sensitive information appropriately and use sound judgment when supporting employees, visitors, and leaders.

PREFERRED QUALIFICATIONS

• Associate degree in Business Administration or a related field.
• Experience in a manufacturing, industrial, or multi-department office environment.
• Experience coordinating vendors, office purchasing, meetings, training sessions, or employee events.
• Experience preparing professional documents, presentations, reports, and employee communications.
• Experience identifying administrative process improvements or cost-saving opportunities.

CRITCIAL ROLE CAPABILITIES

Plans and Organizes Work - Prioritizes requests, maintains checklists and records, meets deadlines, and keeps office operations orderly.

Provides Responsive Customer Service - Understands the request, communicates status, and follows through with employees, visitors, vendors, and leaders.

Exercises Judgment and Confidentiality - Protects sensitive information, recognizes issues requiring escalation, and acts with discretion.

Improves Office Efficiency - Identifies recurring problems, unnecessary cost, supply gaps, or process delays and recommends practical improvements.

Demonstrates Reliability and Accountability - Maintains dependable coverage, accepts ownership, and completes assigned work.

PHYSICAL DEMANDS, WORK ENVIRONMENT, GENERAL STATEMENT

While performing the duties of this position, the employee may be required to sit, stand, walk throughout the workday, use stairs, communicate verbally, hear, and operate computers, printers, copiers, telephones, and other standard office equipment. The employee must occasionally be able to lift or carry office supplies and materials up to 25 pounds.

Reasonable accommodations may be available to enable qualified individuals with disabilities to perform the essential functions.

The Office Coordinator works primarily in the reception and administrative areas of a manufacturing facility and may periodically enter other office or production-support areas. The employee must comply with applicable visitor, security, safety, and personal protective equipment requirements.

This job description is intended to describe the general nature and level of work performed by the individual assigned to this position. It is not an exhaustive list of all responsibilities, duties, qualifications, or working conditions. Responsibilities may be modified or assigned based on business needs, consistent with applicable law and company policy.