Reporting Structure

Reports To: Purchasing Manager
Indirect Reporting: Controller
Department: Finance / Administration

Position Summary

The Administrative Coordinator serves as the central administrative resource for QMN. This role is responsible for vendor interactions, site services, and administrative processes while maintaining alignment with purchasing and financial controls. As the first hire in the administrative function, this individual will establish scalable systems and processes to support future team growth.

Key Responsibilities

Food Services & Catering:
- Manage department lunch ordering and catering services
- Maintain vendor relationships
- Track and control spending

Vendor Spiff / Incentive Management:
- Track and log vendor-provided incentives
- Maintain accurate distribution records
- Ensure fair and compliant allocation

Admin Support to Purchasing & Finance:
- Assist Purchasing Manager with vendor coordination
- Support invoice routing and documentation

Site Coordination & Office Operations:
- Manage conference rooms and visitor coordination
- Support onboarding logistics
- Oversee office supplies and vendors

Facilities Support:
- Coordinate facility-related administrative issues
- Assist with workspace setup and changes

Event Coordination:
- Organize site events, meetings, and employee engagement activities

Data Tracking & Reporting:
- Maintain logs for travel, catering, vendor incentives, and supplies
- Provide reports for leadership review

Process Development:
- Build and document scalable administrative processes
- Ensure alignment with financial controls

Qualifications

Required:
- 3–7 years of administrative experience
- Strong organizational and communication skills
- Experience with Microsoft Office

Preferred:
- Experience in manufacturing or large organizations
- Exposure to purchasing or finance processes

Key Competencies

- Attention to detail
- Strong organizational skills
- Financial awareness
- Problem-solving ability
- Ability to work independently

Success Metrics

- Budget adherence for administrative spend
- Accuracy of tracking and reporting
- Internal stakeholder satisfaction
- Process efficiency improvements