Office Coordinator

Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions. 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. Key Responsibilities: Front Desk & Guest Experience - Greet and assist visitors, vendors, and employees in a professional and welcoming manner Front Desk & Guest Experience - Manage incoming calls, screen and route inquiries, and maintain site directories Front Desk & Guest Experience - Oversee visitor registration processes (e.g., lobby systems) and notify internal hosts upon arrival Front Desk & Guest Experience - Coordinate visitor logistics including scheduling, meals, and meeting arrangements Front Desk & Guest Experience - Ensure visitors comply with site safety requirements, including proper PPE (e.g., safety glasses, high-visibility vests, steel-toe footwear as required) Administrative & Office Operations - Provide general administrative support to site leadership and cross-functional teams Administrative & Office Operations - Manage office supply ordering (e.g., Amazon/Ariba) and maintain inventory of common-use items Administrative & Office Operations - Support mail handling, including sorting, processing, and logging checks and sensitive documents in accordance with company procedures Administrative & Office Operations - Maintain organized filing systems (physical and digital), including records such as packing slips and documentation Administrative & Office Operations - Coordinate conference room scheduling and meeting setup (including catering and room readiness) Administrative & Office Operations - Assist with expense report preparation and administrative system support (e.g., Concur delegation) Shipping & Documentation Support - Assist the shipping team with preparation, organization, and filing of shipment documentation Shipping & Documentation Support - Manage packing slips and related records (sorting, scanning, filing, and retention practices) Shipping & Documentation Support - Create, review, and distribute shipping paperwork (e.g., bills of lading and supporting documents) Shipping & Documentation Support - Partner with operations and shipping teams to support accurate and timely outbound shipments Purchase Order & Systems Support - Create and maintain purchase order frameworks and requisitions within company systems Purchase Order & Systems Support - Ensure accuracy and compliance with internal financial and procurement processes Purchase Order & Systems Support - Support ongoing tracking and coordination with finance and operations teams Event, Communication & Engagement Support - Assist with planning and execution of employee engagement events (e.g., luncheons, blood drives, fundraisers) Event, Communication & Engagement Support - Partner with site committees to coordinate logistics, communications, and materials Event, Communication & Engagement Support - Create and distribute site communications (email, posters, monitors, communication boards) Event, Communication & Engagement Support - Coordinate food orders and ensure dietary restrictions are captured and accommodated Event, Communication & Engagement Support - Maintain employee recognition communications (e.g., birthdays, anniversaries) Facilities & Site Coordination - Submit and track maintenance requests through internal systems Facilities & Site Coordination - Support upkeep of shared spaces such as front office and lunchrooms (e.g., supplies, coffee service, cleanliness awareness) Facilities & Site Coordination - Coordinate vendor visits and ensure proper access and approvals (e.g., IT/server room, maintenance vendors) Facilities & Site Coordination - Maintain safety and organizational standards in common areas Facilities & Site Coordination - Lead lost and found tracking and general site support needs Specialized Administrative Support - Assist with gauge calibration coordination and vendor interactions Specialized Administrative Support - Support occasional notary services (or obtain certification if required) Specialized Administrative Support - Manage creation of site materials such as labels, decals, or signage as needed Specialized AdministrativeSupport - Support internal compliance practices (e.g., access approvals, documentation controls) Specialized AdministrativeSupport - Coordinate recurring communications (e.g., weekly updates, engagement notices) Qualifications Required: 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 Preferred: Experience in a manufacturing or industrial environment Familiarity with ERP, procurement, or shipping systems Experience supporting events, communications, or employee engagement initiatives Key Competencies Customer-focused and service-oriented High attention to detail (especially with documentation and compliance) Strong organizational and prioritization skills Effective communication and interpersonal skills Proactive, adaptable, and solution-oriented Work Environment Fully on-site role in a manufacturing facility Frequent interaction with employees, leadership, vendors, and visitors Regular coordination with operations, shipping, and maintenance teams May require movement between office, production-adjacent, and common areas WHAT WE CAN OFFER YOU: Our Total Rewards Program goes far beyond base compensation by providing a more fulfilling work experience and offering a competitive benefits program, including: Generous PTO package and paid holidays Generous retirement savings plan Customizable health, dental and vision insurance (eligible on first date) Career progression plans Reward and recognition programs Paid parental leave Tuition Reimbursement Company Wellness Program Employee Discount Program The estimated pay range for this position is $22/hr. to $26/hr.. Starting pay is dependent on multiple factors, such as skills, experience, and work location. At Xylem, we offer a competitive compensation package with a generous benefits package, including Medical, Dental, and Vision plans, 401(k) with company contribution, paid time off, paid parental leave, and tuition reimbursement. At Xylem, you'll not only contribute to solving water issues but also have the chance to make a difference through our paid Volunteer Program, Xylem Watermark. We prioritize our employees' well-being through inclusion and belonging as well as our Employee Resource Groups (ERG). Proud to be an Equal Employment Opportunity (including disability and veterans) and affirmative action workplace, Xylem fosters an inclusive environment free from discrimination or harassment. Please note that the information in this job description outlines the general nature of the position and is not an exhaustive list of duties. Xylem is dedicated to providing reasonable accommodations to enable all employees to perform their essential job functions. We reserve the right to modify this job description and assign additional duties as needed. #J-18808-Ljbffr YSI Inc.