Administrative Support Specialist

Uzin Utz North America•Waco, TX

2d•Onsite

About The Position

The Administrative Support Specialist is a highly organized, hands-on professional responsible for end-to-end coordination of Training Schools, plant events, administrative operations, and activities at Uzin Utz North America’s Waco facility. The role manages calendars, logistics, facility readiness, communications, and supporting documentation to provide a seamless experience for employees, visitors, trainees, and vendors. It also serves as a welcoming point of contact and helps maintain smooth day-to-day operations, professional facility standards, and cross-functional collaboration. The position directly supports leadership, HR, sales, operations, and plant teams. It coordinates training experiences, meetings, travel, onboarding, visitors, supplies, facility services, and administrative and financial tasks. The role is based in Waco, Texas, with minimal travel for local operational errands; a clean motor vehicle record is required.

Requirements

At least 4 years of experience in administrative operations, office management, or coordination roles with cross-functional responsibilities such as reception, event logistics, or travel administration.
Experience coordinating travel and end-to-end training event, meeting, and company-event planning and execution, including related communications.
Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
Professional presence and the ability to interact effectively with executives, employees, and external stakeholders.
Ability to work independently, take initiative, and demonstrate sound judgment in a fast-paced environment.
Clean motor vehicle record for local errands.

Nice To Haves

Associate’s or bachelor’s degree in Business Administration, Communications, or a related field.

Responsibilities

Own the full lifecycle of Training Center events, including planning, scheduling, logistics, execution, and post-event follow-up.
Manage the Training Center/Classroom Calendar and Quako Event Page to ensure accurate scheduling.
Coordinate meals, travel, off-site activities, classroom materials, swag, and certification forms.
Prepare and distribute marketing literature and training documents.
Set up rooms with audiovisual and sound equipment, furniture, hospitality items, and event supplies.
Create attendee name badges and assemble gift bags.
Manage event setup and cleanup, including tables, chairs, tablecloths, food warmers, and supplies.
Schedule plant tours and manage headset sanitation and distribution.
Document and maintain training procedures, workflows, and best practices.
Greet visitors and support employees across all departments as a representative of the Waco plant.
Monitor visitor entry and exit, ensure sign-in compliance, and manage gate and badge access.
Create, issue, track, and deactivate access badges; maintain badge inventory.
Issue and track two-way radios to ensure accountability.
Create flyers for plant events and announcements.
Coordinate facility contractors for repairs and maintenance.
Support company vehicle scheduling, maintenance, and logistics.
Provide on-site notarization services, as applicable.
Run local errands to support operational needs.
Maintain kitchen, lobby, and common-area cleanliness; load and unload the dishwasher, wash dishes, and manage towels, tablecloths, and dry cleaning.
Monitor and order office supplies, drinks, snacks, water, and coffee condiments.
Stock refrigerators and ensure meeting spaces are presentation-ready.
Check the mailbox daily and manage incoming and outgoing mail and packages.
Retrieve shipments, process returns, and make post office runs as needed.
Assist with new-hire onboarding in coordination with HR and plant leadership.
Enter new employees into the time clock system to support accurate timekeeping.
Manage training school and office inventory; request purchase orders for uniforms and supplies.
Support month-end administrative duties and financial reporting.
Prepare and reconcile monthly expense reports.
Perform other duties as assigned; duties and responsibilities may change at any time with or without notice.