Office Coordinator

Xylem•Holland, MI

17h•Onsite

About The Position

The Office Coordinator serves as the first point of contact for the facility while providing critical administrative and operational support across the site. This role ensures smooth front office operations, supports shipping and documentation processes, coordinates visitor logistics, assists with site events and communications, and maintains key administrative systems including purchase orders. This position plays a key role in supporting daily plant operations and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced manufacturing environment.

Requirements

High school diploma or equivalent
2+ years of administrative, receptionist, or coordinator experience
Strong organizational, multitasking, and attention-to-detail skills
Proficiency in Microsoft Office (Outlook, Word, Excel)
Strong communication and customer service orientation

Nice To Haves

Experience in a manufacturing or industrial environment
Familiarity with ERP, procurement, or shipping systems
Experience supporting events, communications, or employee engagement initiatives

Responsibilities

Greet and assist visitors, vendors, and employees in a professional and welcoming manner
Manage incoming calls, screen and route inquiries, and maintain site directories
Oversee visitor registration processes (e.g., lobby systems) and notify internal hosts upon arrival
Coordinate visitor logistics including scheduling, meals, and meeting arrangements
Ensure visitors comply with site safety requirements, including proper PPE (e.g., safety glasses, high-visibility vests, steel-toe footwear as required)
Provide general administrative support to site leadership and cross-functional teams
Manage office supply ordering (e.g., Amazon/Ariba) and maintain inventory of common-use items
Support mail handling, including sorting, processing, and logging checks and sensitive documents in accordance with company procedures
Maintain organized filing systems (physical and digital), including records such as packing slips and documentation
Coordinate conference room scheduling and meeting setup (including catering and room readiness)
Assist with expense report preparation and administrative system support (e.g., Concur delegation)
Assist the shipping team with preparation, organization, and filing of shipment documentation
Manage packing slips and related records (sorting, scanning, filing, and retention practices)
Create, review, and distribute shipping paperwork (e.g., bills of lading and supporting documents)
Partner with operations and shipping teams to support accurate and timely outbound shipments
Create and maintain purchase order frameworks and requisitions within company systems
Ensure accuracy and compliance with internal financial and procurement processes
Support ongoing tracking and coordination with finance and operations teams
Assist with planning and execution of employee engagement events (e.g., luncheons, blood drives, fundraisers)
Partner with site committees to coordinate logistics, communications, and materials
Create and distribute site communications (email, posters, monitors, communication boards)
Coordinate food orders and ensure dietary restrictions are captured and accommodated
Maintain employee recognition communications (e.g., birthdays, anniversaries)
Submit and track maintenance requests through internal systems
Support upkeep of shared spaces such as front office and lunchrooms (e.g., supplies, coffee service, cleanliness awareness)
Coordinate vendor visits and ensure proper access and approvals (e.g., IT/server room, maintenance vendors)
Maintain safety and organizational standards in common areas
Lead lost and found tracking and general site support needs
Assist with gauge calibration coordination and vendor interactions
Support occasional notary services (or obtain certification if required)
Manage creation of site materials such as labels, decals, or signage as needed
Support internal compliance practices (e.g., access approvals, documentation controls)
Coordinate recurring communications (e.g., weekly updates, engagement notices)