Shared Services Coordinator

Baker Group • Ankeny, IA

2d • Onsite

About The Position

The Shared Services Coordinator provides administrative and operational support across the Shared Services functions, helping to maintain effective day-to-day operations for Human Resources, Accounting and Safety. This role also provides front office coverage as needed while supporting department leaders and initiatives through meeting and calendar coordination, action-item tracking, project support, reporting and other administrative needs. Through strong organization, communication and follow-through, the Shared Services Coordinator helps coordinate priorities, support department needs and contribute to the efficient operation of Shared Services. Performs related work as required.

Requirements

• High school diploma or GED; Associate’s degree in Business Administration or a related field preferred.
• Two years of administrative experience, office coordination or related experience.
• Experience with multi-line phone systems preferred.
• Proficiency with Microsoft Office 365 applications, including Outlook Word, Excel and Teams and Adobe applications.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Ability to maintain confidentiality.
• Ability to collaborate effectively with internal team members and external visitors.
• Strong attention to detail and follow-through.

Nice To Haves

• Associate’s degree in Business Administration or a related field
• Experience with multi-line phone systems

Responsibilities

• Provide front office coverage as needed, greeting, assisting and directing visitors in a professional and friendly manner.
• Assist with incoming telephone calls, providing information or routing as needed.
• Support daily mail operations, including opening, sorting and processing incoming and outgoing mail.
• Assist with meeting and event needs, including placing catering orders as requested.
• Help maintain office supply inventory and coordinate replenishment as needed.
• Distribute weekly hours reports to managers via email.
• Maintain Training Vault records, including employee additions and removals.
• Log and track employee referral program information.
• Coordinate and prepare 401(k) mailings and related materials.
• Provide administrative support for HR projects and ad hoc requests as needed.
• Manage calendars and schedule meetings for the Accounting Leadership team.
• Coordinate meeting logistics, including conference rooms, Teams meetings, agendas, materials and catering orders. Record meeting minutes and distribute summaries.
• Track and maintain leadership actions items, department priorities and quarterly initiatives, ensuring completion and providing updates to help leadership monitor progress and upcoming needs.
• Provide administrative support for system implementations and special projects by coordinating meetings, tracking progress and following up on action items.
• Coordinate department logistics including lunches, travel arrangements and other requests as needed.
• Assist with internal employee onboarding and offboarding activities such as coordinating workspace setup and training schedules.
• Provide backup support for Accounts Payable email management, including monitoring, sorting and routing messages as appropriate.
• Coordinate enrollment of team members in safety and compliance training.
• Prepare and distribute monthly safety and compliance reports.

Benefits

• 401(k) mailings and related materials

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED