Administrative Coordinator at Baltimore Aircoil Company in Dayton, Tennessee

Job Description:

POSITION PURPOSE

The Administrative Coordinator provides office administration support to the Dayton Leadership Team.  The primary scope of the role is front facing contact for vendors, representatives, potential candidates and employees through phone and face to face interaction at the front office.  Core activities include working closely with the Management Team and General Manager to coordinate key customer visits and special events. Project support can include partnering with Supply Chain, Purchasing, Operations, Quality and EHS to meet plant objectives and administrative activities. Additionally, the Assistant provides administrative support for non-confidential employee matters.

PRINCIPAL ACCOUNTABILITIES

• Owns personal and team safety. Observes all safety rules and always uses the proper safety equipment.


• Continually evaluate and develop new ways to improve the Front office and front facing interactions.


• Answer phone calls and general public questions.


• Manage the front desk and service window traffic.


• Greets and manages potential candidates coming in for interviews or asking about open positions – makes sure hiring pamphlets are up to date and available for distribution.


• Coordinate with General Manager / Leadership Team on customer and VIP visits to Dayton Facility – arrange meeting areas – set up / clean up / food orders etc.


• Manage and maintain any facility postings and announcements directed by General Manager or HR Manager


• Coordinate document destruction schedule with all functional groups to meet Amsted requirements.


• Oversee employee uniform program including initiating new accounts and resolving invoicing errors.


• Update assigned Administrative and Office Support items – own the process of ordering office supplies.


• Support employee initiatives in non-confidential areas – supporting employee engagement as needed.


• Provide general support to visitors by creating a clean & welcoming environment.


• Support engagement programs and service awards program. Tracks and generates reports as needed and answers any employee questions regarding recognition program.


• Manage office supplies. Strive to reduce inventory, usage levels, and seek lowest cost alternatives.


• Support Management Team with employee engagement events and company events.


• Support Plant Manager & Dayton Leadership team with administrative tasks as needed.

NATURE & SCOPE

Reporting to the HR Business Partner, the Administrative Coordinator provides general office administration to the Dayton Plant team. The primary scope of the role is front facing contact for both HR support for non-confidential areas and front desk reception activities. Role interfaces with the Plant Leadership team for various project support and coordinates with stakeholders in Jessup and other plants as needed.

KNOWLEDGE & SKILLS

• Knowledge of office management systems and procedures


• Excellent time management skills and ability to multi-task and prioritize work.


• Strong organizational and planning skills including the ability to coordinate impactful customer events.

• Strong collaboration skills with proven ability to build and maintain partnerships and solid working relationships with management and employees.

• Customer focus with demonstrated professionalism and strong influencing skills.


• Strong organizational skills with a bias toward action. The ability to operate successfully in a fast-paced environment, embrace change and balance competing priorities.


• Effective oral communication skills including telephone skills, contributing to teams, as well as one on one interactions with stake holders and employees.


• Effective written communication skills including the ability to produce professional documents, emails, and presentations that are concise, persuasive, and informative.


• Strong Microsoft Office skills including charting, graphing, and analysis functions in Excel, advanced level user of Word to create documentation, procedures and shared resources, and the generation of compelling communications in PowerPoint.


• Two plus years of experience in a professional office environment.


• Ability to work independently and use discretion with confidential information.


• Commitment to precision and accuracy. Ability to identify errors and use analytical skills to problem solve.

WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. The position is an office function and has exposures consistent with an office role with extended periods seated, standing, walking, and entering information on a computer. While performing this job, the employee is regularly required to stand and walk up to 25% of the time. This position requires occasional lifting to 30 pounds and travel up to 10% of the time. Responsibilities of the job require periodic interaction with the production floor. Exposures include elevated noise levels associated with a manufacturing environment, fluctuations in temperature ambient conditions as well as intermittent exposure to the weather in and about the yard and dock areas. The job is a Monday through Friday daytime role; however, availability is expected for infrequent weekend or evening times to support plant needs.