Office Coordinator

Job Description Summary

The Office Coordinator serves as the front-office point of contact for the manufacturing facility and provides administrative support for daily site operations. This role is responsible for greeting visitors, vendors, and contractors, managing sign-in procedures, coordinating contractor work permit documentation, supporting onboarding logistics, maintaining office and conference room readiness, and assisting with company events, shipping requests, and general office services. The position helps ensure the site is organized, professional, secure, and welcoming for employees and guests.

Job Description

Responsibilities

• Sit at the front desk and serve as the first point of contact for visitors, vendors, and contractors
• Welcome guests in a professional manner and ensure all visitor sign-in procedures are followed
• Ensure contractors complete required work permits and coordinate review/approval before work begins on site
• Maintain visitor logs and related administrative records
• Monitor outdoor security cameras and report concerns or unusual activity to the appropriate site leadership
• Maintain office supply inventory and place orders as needed
• Coordinate catered food and meeting support for internal meetings, leadership visits, and guest visits
• Maintain conference room schedules and ensure conference rooms are stocked, organized, and ready for use
• Plan and coordinate company events, employee activities, and site gatherings
• Support onboarding setup tasks for new hires, including scheduling, workspace readiness, supplies, and coordination with internal teams
• Handle incidental shipping and mailing requests, including packaging, shipping coordination, and tracking as needed
• Assist with general administrative duties such as filing, correspondence, scheduling, and office organization
• Coordinate with internal departments and external vendors to support smooth daily office and facility operations
• Help maintain a clean, organized, and professional front-office environment
• Receive and distribute mail

• High school diploma or equivalent.
• 2+ years of experience in an administrative, office support, front desk, or coordination role.
• Experience managing multiple tasks and priorities in a professional office environment.
• Proficiency in Microsoft Office applications such as Outlook, Word, PowerPoint, and Excel.

• Experience working in a manufacturing, industrial, or other site-based environment.
• Strong organizational skills, attention to detail, and the ability to maintain accurate records and follow administrative procedures.
• Professional communication and interpersonal skills, with a service-oriented approach when working with employees, visitors, vendors, and contractors.
• Ability to work independently, manage competing priorities, and proactively solve problems in support of site operations.
• Experience coordinating meetings, events, catering, office logistics, and visitor or contractor-related processes.
• Sound judgment and the ability to handle confidential or sensitive information appropriately.