Office Operations Coordinator

About the Company:

HSG Tech Inc. is an American Subsidiary of HSG Laser who is a fast-growing supplier in the global metal forming solution industry. We believe intelligent manufacturing changes future. Customers in 100 countries have used and recognized our equipment and service. Please visit the web site for details about HSG: www.hsglaser.com

Position Purpose:

The Office Operations Coordinator serves as the primary point of contact for customers, distributors, vendors, and visitors while ensuring the efficient day-to-day operation of the Addison office. This position is responsible for maintaining a professional, organized, and welcoming workplace through office administration, facilities coordination, purchasing administration, event planning, and administrative support for senior leadership. The role partners across all departments to coordinate office resources, support business operations, and ensure the office is consistently prepared for meetings, customer visits, distributor meetings, interviews, training sessions, and other business activities while representing HSG with professionalism and exceptional customer service.

Primary Responsibilities:

- Serve as the first point of contact for customers, distributors, vendors, and visitors by providing a professional, welcoming, and customer-focused experience.

- Manage the corporate telephone system by answering, screening, and directing incoming calls while ensuring timely communication of messages.

- Coordinate the day-to-day operations of the Addison office to maintain a clean, organized, efficient, and professional workplace.

- Ensure reception areas, conference rooms, executive offices, kitchens, breakrooms, and common areas are consistently maintained, organized, fully stocked, and prepared for visitors, meetings, trainings, and other business activities.

- Conduct routine walkthroughs of the office to proactively identify operational, cleanliness, safety, presentation, maintenance, and stocking needs while coordinating timely corrective action.

- Coordinate incoming and outgoing mail, courier services, shipping, and package distribution.

- Manage office supply inventory, office equipment, furniture, workplace amenities, and operational resources while coordinating purchasing requests, obtaining approvals, placing orders, and monitoring administrative budgets.

- Process purchase requisitions, vendor invoices, expense reports, and related administrative documentation while maintaining accurate purchasing and expense records.

- Coordinate relationships with office vendors and service providers, including maintenance, cleaning, shipping, security, office supply, and other operational partners.

- Maintain company asset inventories, including office equipment, computers, mobile devices, keys, badges, and other assigned resources.

- Provide support to senior leadership by managing calendars, scheduling meetings, coordinating travel arrangements, preparing presentations, assisting with correspondence, and supporting confidential executive and business initiatives.

- Maintain strict confidentiality while handling executive correspondence, personnel information, financial records, contracts, and other highly sensitive business information.

- Coordinate company meetings, leadership meetings, customer visits, employee events, training sessions, and special events, including meeting logistics, catering, room setup, visitor accommodations, and follow-up activities.

- Prepare correspondence, reports, presentations, spreadsheets, meeting materials, and other business documentation.

- Support Human Resources with onboarding and offboarding administration, interview scheduling, orientation logistics, training coordination, and other confidential administrative responsibilities.

- Support the IT function by coordinating equipment setup and retrieval, maintaining technology asset inventories, assisting with user onboarding and offboarding activities, coordinating with external IT vendors, and supporting office technology administration.

- Partner with departments across the organization to provide administrative support and assist with cross-functional initiatives and special projects.

Secondary Responsibilities:

- Prepare workspaces, office access, badges, equipment, business cards, and administrative resources for new employees.

- Coordinate domestic and international travel arrangements for leadership and employees as required.

- Support executive meetings, board meetings, leadership initiatives, and other strategic projects as assigned.

- Maintain vendor files, purchasing records, office procedures, and administrative documentation.

- Assist with office safety initiatives, inspections, compliance activities, facility improvement projects, office moves, and workplace enhancements.

- Assist with internal communications, employee appreciation activities, seasonal office initiatives, and employee engagement events.

- Identify opportunities to improve office processes, administrative workflows, workplace organization, and operational efficiency.

- Provide backup administrative support across departments during absences or periods of increased business activity.

Position Requirements:

- Associate's or Bachelor's degree in Business Administration, Office Administration, Communications, Human Resources, or a related field preferred; equivalent combinations of education and experience will be considered.

- Minimum of 3-5 years of progressively responsible experience in office administration, office operations, executive support, office management, or business administration within a professional office environment.

- Demonstrated experience providing executive administrative support, coordinating meetings and travel, managing office operations, and supporting purchasing, vendor management, and company events within a fast-paced business environment.

- Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and other business productivity applications.

- Experience processing purchase requests, invoices, expense reports, office inventories, and departmental budgets preferred.

- Demonstrated ability to coordinate multiple projects simultaneously while maintaining exceptional organization, accuracy, and attention to detail.

- Excellent verbal and written communication skills with exceptional interpersonal, customer service, and relationship-building abilities.

- High level of professionalism, discretion, and sound judgment with the ability to maintain confidentiality while handling sensitive and proprietary business information.

- Demonstrated ability to manage sensitive and confidential information with discretion and professionalism.

- Self-motivated, resourceful, adaptable, and capable of working independently while collaborating effectively across all levels of the organization.

- Demonstrated professionalism and the ability to represent HSG positively when interacting with employees, customers, distributors, vendors, executives, and other business partners.

HSG is committed to ensuring equal employment opportunities to all qualified persons without regard to race (including associated hairstyles), color, religion, sex, gender identity, sexual orientation, national origin, ancestry, citizenship status, age, marital status, genetic information, military status, unfavorable discharge from military service, order of protection status, pregnancy, arrest record, disability, or any other status protected by applicable law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. HSG participates in E-Verify and conducts pre-employment drug testing and background checks as part of our hiring process.