Office Coordinator

Barry-Wehmiller•Romeoville, IL

4d•Onsite

About The Position

At BW Packaging, we are at the forefront of the industry when it comes to designing and manufacturing cutting edge solutions for end-of-line packaging equipment, labeling and converting, packaging automation, and systems integration. With a global presence encompassing nine manufacturing facilities and a team of over 800 experts, we are proud to be a trusted partner for our customers around the world, with installations spanning more than 50 countries. Our extensive range of products and service network offers innovative technology and unparalleled technical support for manufacturing companies operating in various global market segments. From food and beverage to pharmaceuticals, household goods, automotive, and more, we cater to diverse industries such as container manufacturing, wine and spirits, consumer product packaging, converting, paper, and beyond. With decades of experience, our packaging professionals excel in providing efficient solutions in areas such as robotic applications, packaging line design, integrated systems, palletizers and depalletizers, automated canend and product-handling equipment, cartoning, case and tray packing and forming, as well as a wide range of labeling solutions including pressure sensitive, roll-fed, and shrink-sleeve options. Additionally, we specialize in converting and finishing solutions, advanced conveyance technology and controls, unwrappers, and destrappers. Job Summary: The Office Coordinator / Front Desk Administrative Assistant serves as the first point of contact for visitors and callers while coordinating daily office operations, hospitality, and site-wide activities. This role is responsible for creating a welcoming, organized, and professional environment through reception services, meeting and event coordination, facility support, and employee engagement initiatives. The position plays a key role in delivering an exceptional visitor experience and supporting a positive, people-centric workplace culture.

Requirements

Strong customer service mindset with a professional and welcoming demeanor
Excellent verbal and written communication skills
Ability to multitask, prioritize, and manage a variety of administrative and coordination tasks
Strong organizational skills and attention to detail
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
High school diploma or equivalent required
Previous experience in reception, office administration, hospitality, or office coordination preferred

Nice To Haves

Bilingual English/Spanish preferred
Experience supporting meetings, events, or workplace engagement activities a plus

Responsibilities

Reception & Visitor Experience Serve as the primary front desk contact, enforcing visitor access protocols and appointment requirements
Greet and assist visitors, vendors, clients, and team members in a professional and hospitable manner
Manage visitor sign-in, badges, and coordination of keycard access for contractors
Provide general site orientation, safety information, and tours as requested
Operate the main phone line, route calls appropriately, and capture/forward sales leads
Office Coordination & Administrative Support Coordinate conference room reservations, meeting setup, and room readiness
Maintain lobby, reception, conference rooms, and shared office spaces
Order and manage office, restroom, cleaning, and breakroom supplies
Handle incoming and outgoing mail, packages, courier services, and shipping logistics
Operate mail equipment and track shipments as needed
Hospitality, Meetings & Client Visits Coordinate catering and hospitality services for meetings, client visits, and events
Ensure beverage stations, coffee machines, and kitchens are stocked, clean, and operational
Prepare welcome signage (digital and printed) for visitors, meetings, and Factory Acceptance Tests (FATs)
Support room setups, food service, and post-event clean-up
Site Events, Celebrations & Engagement Lead planning and execution of site events, celebrations, and recognition activities
Chair or lead the site Celebration Committee, including wellness and engagement initiatives
Coordinate anniversaries, recognition programs, charitable events, and seasonal activities
Manage catering, decorations, signage, and event logistics
Digital Displays & Site Communications Maintain reception digital displays with announcements, events, and corporate updates
Post site communications such as holidays, wellbeing initiatives, and team member announcements
Create basic signage and visual materials to support events and visitors
Safety, PPE & Site Support Ensure PPE compliance for visitors and employees accessing shop floor areas
Maintain inventory of safety equipment, first-aid supplies, and emergency materials
Coordinate laundering, cleaning, and replacement of safety gear
Assist with safety rosters, signage, and emergency preparedness updates