Administrative Coordinator

POSITION PURPOSE

The Administrative Coordinator provides office administration support to the Madera Leadership Team.

The primary scope of the role is front facing contact for vendors, representatives, potential candidates and employees through phone and face to face interaction at the front office.

Core activities include working closely with the Management Team and Plant Manager to coordinate key customer visits and special events.

Project support can include partnering with Supply Chain, Purchasing, Operations, Quality and EHS to meet plant objectives and administrative activities.

Additionally, the Assistant provides administrative support for non-confidential employee matters.

 

PRINCIPAL ACCOUNTABILITIES

· Serve as the primary front office point of contact for employees, candidates, customers, vendors, contractors, and visitors, providing professional reception and administrative support.

· Coordinate visitor management activities, including facility access, guest logistics, conference room preparation, catering arrangements, and customer/VIP visit support.

· Support Human Resources administration by preparing onboarding materials, maintaining employee records, tracking attendance and vacation information, managing service awards programs, and assisting with employee engagement initiatives.

· Administer employee uniform, parking pass, recognition, and site swag programs, coordinating with external vendors as required.

· Maintain office operations by managing office supplies, breakroom supplies, printing resources, mail distribution, and office equipment service needs.

· Support employee communications by maintaining bulletin boards, facility postings, visual management displays, and town hall presentation materials.

· Coordinate logistics for meetings, training sessions, company events, employee activities, and leadership meetings.

· Support Environmental Health & Safety (EHS) programs by maintaining training records, coordinating training schedules, managing PPE inventory, supporting LMS administration, and ensuring proper document retention.

· Collect, organize, verify, and maintain operational, safety, and compliance documentation, including audit records, inspection records, training records, and KPI reporting data.

· Assist with contractor administration by maintaining required insurance documentation, tracking compliance requirements, and coordinating site access requirements.

· Provide administrative support to the Plant Leadership Team by preparing reports, presentations, schedules, and special project materials.

· Support workforce administration activities, including schedule updates, staffing-related documentation, and maintenance of workforce management records.

· Maintain organized records management practices and ensure compliance with company document retention requirements.

Partner with Operations, HR, EHS, Finance, Supply Chain, and other departments to support plant objectives and continuo...