Job Title: Senior Administrative Assistant / Office Coordinator

Reports to: TBD

Summary: The Senior Administrative Assistant / Office Coordinator is responsible for overseeing front office operations and providing administrative support to site and functional leadership teams within a fast-paced manufacturing environment. This role supports daily office operations, meeting coordination, customer visit logistics, and administrative processes while ensuring professional and organized experience for employees, visitors, customers, and vendors.

This position serves as a key coordination point for onsite meetings, leadership activities, and administrative support functions across the facility. The ideal candidate is highly organized, detail-oriented, bilingual in English and Spanish, and capable of balancing multiple priorities in a dynamic operational environment.

The Senior Administrative Assistant / Office Coordinator plays an important role in supporting communication, organization, and operational efficiency while maintaining a professional and welcoming office environment.

Essential Duties and Responsibilities:

Administrative Support

• Provide administrative support to site leadership and functional teams, including calendar coordination, meeting scheduling, document preparation, and travel arrangements as needed.
• Prepare, organize, and distribute meeting agendas, presentations, reports, and supporting materials.
• Assist with compiling and formatting PowerPoint presentations and internal communications.
• Manage all company internal communication distribution, electronically, communication boards, and SharePoint pages. 
• Coordinate follow-up activities and action items from meetings as assigned.
• Maintain organized electronic and physical filing systems and records.

Meeting & Visitor Coordination

• Coordinate logistics for onsite meetings, customer visits, leadership meetings, and company events.
• Manage conference room schedules, catering arrangements, visitor access, meeting materials, and room setup.
• Serve as a primary point of contact for visitors, vendors, and guests to ensure a professional and welcoming experience.
• Partner with departments such as HR, Operations, IT, and Facilities to support successful meeting execution.
• Assist with coordinating travel arrangements and accommodations for visitors and leaders as needed.

Reception & Office Operations

• Oversee daily reception and front office activities to ensure efficient office operations.
• Provide backup support for reception responsibilities, including greeting visitors, answering phones, and directing inquiries.
• Coordinate office supply inventory, mail distribution, shipping/receiving coordination, and vendor support activities.
• Maintain cleanliness, organization, and professionalism within office and conference room spaces.
• Support employee engagement activities, training, and onsite events.

Communication & Coordination

• Support bilingual communication efforts in English and Spanish for employees, visitors, and leadership teams.
• Assist with preparing professional communications, notices, and meeting summaries.
• Facilitate coordination between departments to support operational and administrative needs.
• Provide responsive customer service and administrative support to employees and leaders across the organization.

Administrative & Operational Support

• Assist with invoice processing, purchase requisitions, and administrative tracking activities as assigned.
• Support onboarding logistics, training coordination, and administrative projects.
• Maintain confidentiality when handling sensitive employee or company information.
• Identify opportunities to improve administrative organization, efficiency, and office processes.
• Support additional administrative and operational projects as assigned.