Administrative & Operations Coordinator

Arethia • Itasca, IL

2d

About The Position

Arethia is seeking a versatile, detail-oriented Administrative & Operations Coordinator to support the Head of Operations as one of the first foundational team members at its new U.S. production facility. This cross-functional role bridges Finance, People & Culture, and Office Operations, coordinating local administrative workflows, vendor invoicing, basic bookkeeping support, and recruitment administration. As the facility is built out and operations scale, the coordinator will help establish the site's administrative foundation, with an opportunity to grow toward a broader Office & Site Operations role.

The role includes receiving and routing vendor and contractor invoices, supporting bill payment processing and financial tracking with the central finance team, coordinating local suppliers and vendors, and assisting with hiring and onboarding. It also includes maintaining employee records and helping with site setup, permits, utilities, facilities logistics, office supplies, mail, deliveries, meetings, and internal communications.

Arethia is a growing flavour-industry company with more than 70 years of experience and over 350 employees across Germany, Switzerland, Dubai, and Indonesia. Its culture values agility, transparency, and talent.

Requirements

• 2–4+ years of hands-on experience in administrative support, office coordination, bookkeeping, HR operations, or a comparable operational role.
• Detail-oriented and able to work independently.
• Strong organizational skills and high discretion when handling sensitive financial and HR data.
• A hands-on approach to problem-solving.
• Ability to manage changing priorities while building structure in a new site environment.
• Business-level communication skills in English.

Nice To Haves

• Experience with accounts payable, invoice processing, purchase order tracking, or basic accounting principles.
• Basic understanding of HR processes, recruitment administration, onboarding, or candidate coordination.
• Experience in manufacturing, operations, industrial, or fast-growing corporate environments.
• Experience with accounting or ERP tools such as Microsoft Dynamics 365 or Business Central.
• Prior experience working with a Professional Employer Organization (e.g. ADP) and HRIS tools.

Responsibilities

• Receive, review, and route local vendor and contractor invoices for approval.
• Support local bill payment processing, purchase order tracking, and credit card reconciliation in coordination with the central finance team.
• Act as the primary administrative contact for local suppliers, contractors, utility providers, and equipment vendors during site build-out.
• Support local hiring by posting job descriptions, scheduling interviews, and conducting initial phone screens for hourly or site-level roles.
• Coordinate new-hire onboarding, gather documentation, and serve as the local contact for the Professional Employer Organization (PEO) for HR and benefits administration.
• Maintain organized digital personnel files and support local compliance with workplace policies and record-keeping requirements.
• Assist the Head of Production with site permits, office-supply procurement, utility setup, facility logistics, mail and deliveries, meeting coordination, and internal communications.

Benefits

• Health, dental, vision, and retirement options provided through the PEO partnership.
• Opportunity to help build a major U.S. facility from the ground up, with a stated pathway toward a broader Office / Operations Manager role as the team grows.
• Highly collaborative role bridging site leadership with global Finance and People & Culture teams.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed