Executive Assistant/Office Coordinator
About The Position
At Poclain Hydraulics, we manufacture high-performance hydraulic solutions that power off-highway equipment around the world. Our North American operations combine advanced manufacturing, operational excellence, and customer-focused execution to support continued growth across the industry. We are seeking a highly professional, organized, and proactive Office Coordinator to serve as the front-facing administrative hub of our Yorkville manufacturing facility. This role is ideal for someone who thrives in a fast-paced industrial environment and takes pride in creating a professional and welcoming experience for employees, customers, and visitors alike. Office Coordinator serves as the professional face of the organization, while maintaining the management and needs of the office. This role manages front office operations, visitor coordination, travel logistics, internal communications, event support, and cross-functional administrative coordination. Success in this role requires exceptional professionalism, discretion, adaptability, customer service orientation, and the ability to manage multiple priorities simultaneously within a dynamic manufacturing environment.
Requirements
- High school diploma or GED
- 3+ years of experience in an administrative, office coordinator, or similar role
- Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
- Excellent verbal and written communication skills
- Strong organizational and multitasking abilities
- High level of professionalism and confidentiality
- Strong customer service mindset and interpersonal skills
Nice To Haves
- Bachelor’s degree in business or related field
- Manufacturing or industrial environment experience
- Experience coordinating travel and corporate events
- Familiarity with ERP systems, travel systems, or administrative platforms
Responsibilities
- Serve as the first point of contact for visitors, customers, vendors, and corporate guests
- Manage front reception operations, visitor sign-in procedures, badges, and site access
- Coordinate meeting logistics, hospitality, meals, conference rooms, and visitor schedules
- Maintain a professional and organized front office environment
- Answer and direct incoming calls and inquiries
- Support facility security and visitor compliance procedures
- Coordinate domestic and international travel arrangements including flights, hotels, transportation, and itineraries
- Support visiting corporate personnel with lodging, schedules, and site logistics
- Assist with travel booking systems and administrative processes
- Quickly resolve schedule changes and travel-related issues
- Coordinate employee events, leadership meetings, celebrations, and site functions
- Support employee engagement activities and company initiatives
- Manage catering, refreshments, and event logistics
- Assist with cost-conscious hospitality and event planning
- Maintain site calendars and internal scheduling systems
- Coordinate mail distribution, packages, office supplies, and administrative processes
- Support onboarding logistics and documentation coordination
- Maintain internal TV communications and visual messaging systems
- Assist with special projects and cross-functional administrative support
Benefits
- Health and Dental
- 401K
Stand Out From the Crowd
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
