JOB DESCRIPTION 

Employee: Office Coordinator 

FLSA Status: Exempt / Bonus Eligible

Reports To: Global Director, HRBP - Americas

Department: Admin / Management

JOB PURPOSE: To oversee the daily operations of the office and assist with administrative tasks for various departments, to include all levels of management/executive teams. Act as liaison for all employees, customers, and company representatives. 

Essential Duties and Responsibilities 

Administrative:

· Administrative tasks include: ordering office supplies, distributing incoming mail to all departments, ordering/restocking/maintaining conference room beverages/snacks, handling external mail, copies and more.

· Assist in coordination and planning of company meetings/retreats to include invitations, agendas, transportation (if applicable), catering onsite/offsite coordination

· Prepare routine correspondence/announcements for internal/external parties given by executive team and/or HR via internal communication avenues (id. Hans!, Teams, TVs)

· Update company visitor calendar to ensure that all employees are aware of onsite visitors/contractors and for safety and security of all employees

· Scheduling and coordination of quarterly Town Hall meetings for the President and executive team

· Respond to visitors and telephone calls, exercising considerable judgment and discretion.

· Expense reporting responsibilities as directed by manager. 

· Main contact for Carbon Footprint data collection from all HGUS employees that travel for business (capturing flight/hotel and rental care info/receipts)

· Order monthly cupcakes celebrating birthdays/anniversaries and contact managers/employees on day of celebration and other celebrations. 

· Maintain years of service walls in the breakrooms.

· Occasionally assist with activities related to HR or EHS, such as engagement activities.

· Order company, bereavement flowers/sympathy baskets after approval from manager of department and HR confirmation.

· Coordinate the logistical support of talent acquisition candidates (interviews, follow-ups, etc.).

· Coordinate the travel, housing and transportation for interns, students, trainees, and employee relocations.

· Support the planning of short-term stays for students visiting Hansgrohe through various rotations.

· Serve as point of contact for Masco Travel to include training new hires on travel booking process during onboarding. 

· Support all departments on an as-needed basis with general administrative projects.

· Assist with coordination and facilitation of company events with Human Resources

· Light duty upkeep with “live flowers/plants”. Maintenance of the Hansgrohe Brand presentation.

·  “Good Attendance” as per the Hansgrohe Attendance Policy.

Coordination with Hansgrohe SE:

· Management of master calendar (visitors) for Hansgrohe N.A. 

· Maintain yearly master calendar with Hansgrohe SE.

· Assist in coordination of international travel arrangements for Hansgrohe N.A. employees (airfare and hotel arrangements, car arrangements).

· Coordination of Carbon Footprint project with Hansgrohe SE annually

Language Skills 

Bilingual Spanish and Strong command of the English language. Ability to read, analyze, and interpret verbal and written communications. Respond to common inquiries or complaints from customers and members of the business community. Effectively communicate information to customers, members of the business community, top management, public groups and/or Senior Leader/Board of Directors. 

Knowledge and Skills 

· Knowledge of basic office procedures and practices, telephone etiquette and courteous communication with the public. 

· Basic office procedures and practices and skill in operation of a variety of office machines including personal computers, telephones, and copiers. 

· Advanced skills in Microsoft Office Suite 

· Comfortable with computers and able to learn internal software quickly.

· Effectively communicate with staff, vendors, guests, customers, and the general public. 

· Project positive images of Hansgrohe, Inc. both from within and outside of the immediate staff. 

· Follow both verbal and written instructions. 

· Relies on experience and judgment to plan and accomplish goals. 

· The ability to interface well with all departments of the company and to represent the company in a highly professional manner.

· Must be able to maintain the highest level of confidentiality.

· Multi-task and detail oriented. 

· Able to manage multiple, assigned projects and follow up projects to completion

· Able to work onsite, Monday to Friday. Flex hours and schedule determined by manager. 

EDUCATION AND WORK EXPERIENCE 

Bachelor’s Degree preferred with four (4) to six (6) years of experience reporting to Human Resources, Senior Leader or President. High school diploma with subsequent years of experience can be provided in lieu of degree. Previous experience working with international organizations a plus. 

Core Competencies: Respecting Diversity, Continuous Improvement, Safety, Customer Focus, Integrity.

Position Competencies: Decisive Judgment, Adapting to Change, Business Acumen, Planning & Organizing, Delivering Results, Resilience, Teamwork & Collaboration, and Written Communication.

ADA - CHECKLIST FOR PHYSICAL ACTIVITIES & REQUIREMENTS, VISUAL ACUITY, AND WORKING CONDITIONS OF THE POSITION

1. The physical activities of this position are as follows:

 A. Balancing. Maintaining body equilibrium to prevent falling and walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. This factor is important if the amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium. 

B. Stooping. Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.

C. Kneeling. Bending legs at knee to come to a rest on knee or knees. 

D. Crouching. Bending the body downward and forward by bending leg and spine. 

E. Crawling. Moving about on hands and knees or hands and feet. 

F. Reaching. Extending hand(s) and arm(s) in any direction. 

G. Sitting. Particularly for sustained periods of time, average of 80% sitting.

H. Walking. Used on occasion. 

I. Pushing. Using upper extremities to press against something with steady force in order to move files, books, etc.

J. Pulling. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion. 

K. Lifting. No more than 35 LBS. without assistance.

L. Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling. 

M. Grasping. Applying pressure to an object with the fingers and palm. 

N. Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. 

O. Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound. 

P. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. 

Q. Light work. Exerting up to 35 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. 

R. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.