Site Operations Coordinator

the Client•Waukesha, WI

3d•Onsite

About The Position

The Site Operations Coordinator provides administrative and operational support to site leadership and the Human Resources team. This position coordinates employee-facing HR support, first-day onboarding logistics, employee records, plant communications, engagement initiatives, reimbursements, and site activities that contribute to an effective employee experience and efficient plant operations.

Requirements

Experience using Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, and Teams.
Experience maintaining detailed records, coordinating schedules, and managing multiple priorities.
Highly organized, with the ability to manage multiple priorities, deadlines, schedules, and detailed information.
Strong attention to detail and commitment to data accuracy, record integrity, and confidentiality.
Strong written and verbal communication skills, with the ability to interact professionally with applicants, employees, leaders, visitors, and external partners.
Ability to research issues, exercise sound judgment, take ownership, and independently move work toward resolution or escalate barriers appropriately.
Ability to anticipate needs, follow through on commitments, and communicate progress clearly.
Ability to work effectively with employees and leaders at all levels in a production environment.
Ability to work overtime or support other shifts as business needs require.
High School Diploma or GED equivalent is required.
Minimum of two years of experience at the client; OR minimum of three years of experience in human resources support, onboarding coordination, employee services, administrative support, or a related role.

Nice To Haves

Experience supporting onboarding, employee records, timekeeping, reimbursements, or other employee-service processes.
Experience coordinating employee events, recognition programs, communications, surveys, or engagement activities.
Experience with an HR information system, timekeeping system, expense reimbursement system, or document management platform.
Experience creating reports, trackers, dashboards, presentations, or employee communications.
Experience working in a manufacturing, production, or other fast-paced environment.

Responsibilities

Coordinate employee engagement activities, plant events, recognition programs, wellness initiatives, and related vendor or supply needs.
Prepare and distribute employee announcements, plant communications, digital signage, flyers, presentations, surveys, and feedback materials.
Manage calendars, meeting logistics, materials, and room arrangements for site leadership.
Coordinate customers, vendors, contractors, auditors, and corporate visitors, including schedules, tours, rooms, meals, access, and safety requirements.
Provide administrative support for HR processes, including preparing documents, maintaining confidential records, scheduling meetings, processing employee reimbursements, and coordinating follow-up activities.
Serve as a first point of contact for routine employee questions and connect employees with the appropriate HR resource when additional support is needed.
Support HR projects, process improvements, and digital tools that improve efficiency, record accuracy, and employee service.
Coordinate first-day onboarding logistics for new hires, rehires, transfers, and contingent workers, including creating employee badges, collecting required first-day paperwork, booking orientation rooms, and preparing schedules and materials.
Provide day-of coordination for New Hire Orientation by directing new hires to the correct rooms and confirming that new hires and scheduled speakers arrive on time and at the correct locations.
Maintain accurate employee files, organizational charts, contact lists, and assigned departmental records.
Assist with timekeeping and payroll-readiness activities by identifying missing or inaccurate entries and coordinating timely follow-up.
Prepare routine HR and workforce reports using Excel and Microsoft 365 tools, including lookups, pivot tables, filters, and basic data analysis.