OFFICE COORDINATOR

Bluewater Technologies Group•Wixom, MI

3h•Hybrid

About The Position

The Office Coordinator serves as a trusted operational partner and force multiplier for the Executive Team and broader organization. This role plays a central part in enabling leaders and teams to operate at their best by bringing structure, clarity, and follow-through to the day-to-day rhythms of the business. The Office Administrator owns core administrative functions, office operations, onboarding coordination, and employee experience programs, ensuring work is executed with precision, professionalism, and care. This is a highly visible role that requires strong judgment, discretion, and the ability to anticipate needs, prioritize effectively, and drive execution in a fast-paced, growth-oriented environment. The ideal candidate is proactive, organized, and energized by ownership and is someone who looks for better ways to operate, helps improve workflows, and takes pride in keeping the organization running smoothly. Through thoughtful execution and a people-centric mindset, the Office Administrator helps create a workplace where employees feel supported, engaged, and set up for success.

Requirements

Bachelor’s degree preferred or equivalent administrative experience.
3+ years of experience in an administrative, office coordination, or executive support role.
Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
Strong document formatting, proofreading, and presentation skills.
Experience with expense reporting tools and administrative systems; Navan experience a plus.
Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
High level of professionalism, discretion, and ability to maintain confidentiality.
Strong written and verbal communication skills.
Proactive, detail-oriented, and solutions-focused mindset.
Ability to work independently while also collaborating effectively across teams.
Strong interpersonal skills and commitment to providing a positive employee and guest experience.

Responsibilities

Provide general administrative support to executives and leadership as requested.
Prepare, format, and proofread documents, presentations, and correspondence; support document redlining and version control.
Prepare and maintain standard meeting materials including agendas, minutes, and action-item trackers.
Track leadership and executive meeting action items and provide administrative follow-up to support timely completion.
Assist with development and document formatting of standard operation procedures, work instructions, and policies.
Manage expense reporting and submission on behalf of Executives, ensuring accuracy and timeliness.
Coordinate travel logistics as needed, including booking, documentation, and expense support, for office and event visitors and executives.
Coordinate internal meetings including: Quarterly All-Hands meetings (approximately 4 per year) Leadership meetings (approximately 12 per year)
Board meetings (approximately 12 per year)
Manage calendar invitations, meeting logistics, room setup, and audiovisual coordination.
Provide PowerPoint and presentation support as needed.
Coordinate catering, materials, and on-site support for meetings and events.
Maintain a centralized calendar of company-wide meetings, events, and key milestones.
Schedule and coordinate new hire onboarding activities.
Create onboarding roadmaps, welcome packets, and welcome gifts.
Send new hire welcome communications and coordinate first-day logistics.
Create, track, and share new hire training schedule and checklists in partnership with HR.
Track and coordinate required training, including Mineral compliance training and Navan travel training.
Order and coordinate nameplates, business cards, and related materials for new hires.
Coordinate onboarding for contractors across all business units, ensuring completion of required documentation, system access, and onboarding steps.
Serve as an administrative liaison to ensure consistent onboarding practices across departments.
Administer Monthly Employee Recognition Awards, including: Managing nomination collection Coordinating judges and selection processes Communicating winners and coordinating prize fulfillment
Support corporate event planning and coordination for employee engagement and culture-building initiatives.
Assist with corporate event organization including budgeting, flyer creation, calendar invitations, shopping, event setup, and cleanup.
Support employee training initiatives.
Support daily office operations to ensure a well-organized, welcoming, tidy, and functional workplace.
Coordinate office supplies, shared resources, and office-related vendors.
Maintain office-related policies and procedures.
Serve as a front-line point of contact for office-related questions, issues, and escalations.
Support basic budget tracking for office operations and employee events.
Draft and distribute internal communications related to office operations, events, and employee announcements.
Support office-related projects and initiatives that enhance the employee experience.
Support continuous improvement of administrative and office processes.
Identify opportunities to streamline workflows and improve employee experience.
Support business development by enabling leadership effectiveness and operational readiness, ensuring the organization is prepared, coordinated, and positioned to pursue new opportunities, strengthen client relationships, and support growth initiatives.
Other duties as assigned.