Job Overview:

The Administrative Coordinator serves as a key point of contact for visitors, employees, customers, and internal departments while supporting daily office operations. This role is responsible for front office coordination, administrative support, document control, purchasing assistance, visitor management, and communication across multiple departments.

The ideal candidate is highly organized, professional, detail-oriented, and capable of managing multiple priorities in a fast-paced manufacturing environment. Due to frequent interaction with English- and Spanish-speaking employees, visitors, and applicants, bilingual communication skills (English/Spanish) are strongly preferred.

Key Administrative & Operational Responsibilities

Front Office & Communication Support

• Operate the Yealink T465 switchboard, answer incoming calls, transfer calls, take messages, provide directions, and assist visitors professionally.
• Communicate effectively in both English and Spanish with employees, applicants, visitors, vendors, and customers as needed.
• Maintain visitor sign-in/sign-out records and issue visitor badges while on company premises.
• Assist with conference room scheduling and customer visit coordination, including lunch arrangements and hospitality support.
• Prepare and distribute the daily absentee report (“Call Out Spreadsheet”) to management and supervisors based on the call-out voice message line.

Administrative & HR Support

• Assist applicants with employment applications and ensure documentation is complete before forwarding to the Human Resources Department.
• Support bilingual communication between employees and internal departments when needed.
• Provide general administrative support to management and internal departments as needed.
• Maintain accurate filing, scanning, and recordkeeping processes.

Purchasing & Office Supply Coordination

• Receive incoming packages and coordinate distribution with the appropriate departments.
• Maintain office supply inventory and place supply orders as needed to ensure adequate stock levels for all locations.
• Create purchase orders for approved office and operational supplies when requested by management.
• Maintain purchasing and supply tracking spreadsheets and records.

Document Control & Production Support

• Maintain Engineering Change Notice (ECN) documentation, assign ECN numbers, and track revised and new prints.
• Process and maintain Process Control documentation for warehouse and production records.
• Scan and organize documentation into company databases for recordkeeping purposes.
• Support Order Entry and other departments with documentation, print entry, and data entry tasks when needed.

Qualifications & Experience

Candidates should possess some or all of the following qualifications:

• High school diploma or GED required
• Bilingual in English and Spanish preferred
• Previous experience in administrative support, office coordination, customer service, or manufacturing office environments preferred
• Basic computer proficiency required
• Experience with Microsoft Office applications, spreadsheets, and document management systems preferred
• Professional appearance and demeanor

Skills & Competencies

Candidates should possess some or all of the following skills and abilities:

• Bilingual verbal and written communication skills (English/Spanish)
• Strong organizational and multitasking skills
• Professional communication and phone etiquette
• Strong written and verbal communication skills
• Attention to detail and accuracy
• Ability to prioritize tasks in a fast-paced environment
• Customer service mindset and welcoming attitude
• Ability to maintain confidentiality and professionalism
• Strong teamwork and interpersonal skills
• Ability to work independently and support multiple departments simultaneously