JOB TITLE: Office Coordinator SALARY GRADE: Non-Exempt
DEPARTMENT: Human Resources REPORTS TO: HR Manager/CEO REVISION DATE: 8/5/2026
Job Summary
At Adams Thermal Systems, we are growing—and with that growth comes opportunity. The Office Coordinator role is a dynamic, high-impact position that sits at the center of our organization. This individual will serve as both a relationship builder and a data-driven problem solver, requiring strong interpersonal skills, sound judgment, and the ability to analyze information to support decision-making.
This role interacts daily with employees, customers, and leadership, while also working behind the scenes to manage data, reporting, and systems that keep the business running efficiently. The ideal candidate thrives in a fast-paced environment, enjoys wearing multiple hats, and can seamlessly shift between providing a welcoming front-line presence and delivering accurate, insightful administrative and analytical support.
Responsibilities may include:
Office Administrative Tasks
- Answers inbound phone calls and route the call to the appropriate personnel
- Welcome visitors and direct them to relevant office/personnel
- Generate security badges and assigns security profile for new employees and visitors
- Scan and upload documents
- Maintain inventory of office supplies and purchase new supplies as needed
- Provide backup to Document Control Specialist
Quality/Engineering
- Prepare regularly scheduled reports to support management decision making.
- Generate reports of company metrics such as internal and external defects and scrap
Requirements
- Accuracy and attention to detail.
- Ability to communicate effectively with personnel by telephone, in person, or through email.
- Advanced in MS Suite, including Excel PivotTables, VLOOKUP, INDEX/MATCH, and data tables.
- Excellent time management skills with a proven ability to meet deadlines
- Ability to work with multiple teams of people on multiple projects simultaneously.
Education and Experience:- High school diploma or equivalent required; Associate degree in office administration or related field preferred.
- High school diploma or equivalent required; Associate degree in office administration or related field preferred.
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
Skills Required
- High school diploma or equivalent
- Associate degree in office administration or a related field
- Accuracy and attention to detail
- Effective communication by telephone, in person, and email
- Advanced Microsoft Office Suite skills, including Excel PivotTables, VLOOKUP, INDEX/MATCH, and data tables
- Excellent time management and ability to meet deadlines
- Ability to work with multiple teams and projects simultaneously
- Ability to sit for prolonged periods and work at a computer
- Ability to lift up to 15 pounds
What We Do
Adams Thermal Systems engineers and manufactures engine-cooling systems for on- and off-highway vehicles and equipment. Its thermal-management solutions use heat-exchanger technology and serve agricultural and construction equipment, military and hydraulic applications, trucks, diesel engines, and automotive and electric-vehicle markets. The company focuses on advanced thermal-energy solutions, technological innovation, and collaborative relationships with clients, partners, suppliers, and employees, and has expanded to seven branches worldwide.
