Administrative Coordinator

Engineered Medical Systems (EMS) is a full-service medical device manufacturer dedicated to precision, innovation, and quality. From our state-of-the-art facilities, we specialize in precision machining, complex assembly, and advanced manufacturing technologies-all tailored to meet the rigorous standards of the medical industry.
Beyond our technical capabilities, EMS fosters a collaborative and quality-driven culture where craftsmanship, continuous improvement, and team empowerment are at the core of everything we do. Our people are our greatest asset, and we take pride in cultivating a workplace that values integrity, accountability, and shared success.
Our services span prototype development, design verification and validation, full-scale production, and custom solutions. With a team-focused approach, we enhance design functionality, manufacturability, and product reliability-bringing premium medical devices to market with confidence and care.

Learn More About Us Here!


The Administrative Coordinator serves as the first point of contact for employees, guests, and business partners, providing professional and courteous assistance while managing front desk operations. This role is responsible for coordinating administrative tasks, supporting office functions, and ensuring smooth day-to-day operations. Duties include answering and directing phone calls, scheduling appointments, managing correspondence, maintaining records, and assisting with office projects. This position provides leadership in employee engagement and supports Human Resources and Finance with project management. The position requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Responsibilities

• Provide leadership and presence in the primary lobby and maintain responsibility for incoming persons and general points of inquiry.
• Coordinate US Mail and Priority Shipping/Receiving and distribute appropriately across the organization.
• Manage the primary phone switchboard, with responsibilities to receive, screen, rout inbound inquiries appropriately and respond accordingly.
• Review and route employee and departmental expense reports and documentation for processing as needed.
• Maintain office and hospitality supply orders and general upkeep of shared conference and multipurpose spaces.
• Serve as preliminary resource/ombudsperson for EMS employees, vendors, clients, and business partner regarding company initiatives and priorities.
• Design and disseminate internal communications which advance and inform employees of company priorities and initiatives.
• Support EMS employee engagement initiatives that build a sense of belonging and affinity to the company, including recognition, celebrations, gatherings, and annual special events.
• Serve as Finance/Accounts Receivable departmental representative in processing invoices, tracking receipts, and communicating effectively with business partners and account managers.
• Serve as a preliminary hospitality representative for guests, visitors, and contractors engaging with business development initiatives with/for EMS.
• Collaborate with Account Managers in implementing and advancing strategic business priorities.
• Perform administrative coordination for managing, scheduling, and preparing Conference, Break, and Multipurpose Rooms for general company usage and effectiveness.
• Coordinate travel logistics for employees and customers as needed.
• Support Human Resources with employee recruitment, new hire onboarding, and retention initiatives, including managing specific features of the HRIS applicant tracking system.
• Perform general administrative duties appropriate of an EMS, human resources, and finance employee as to ensure business continuity in these functional areas.
• Support the EMS Quality Policy and Quality Objectives.

Requirements

• A minimum of a High School diploma or general education degree (GED) is required. Associate's/Bachelor's degree preferred.
• Ability to communicate effectively with management, employees and customers.
• Highly organized and able to create an organized and easy-to-follow system for others.
• Independently motivated, with the ability to take on tasks and duties without immediate direction.
• Experience in Microsoft Office Suite
• Perform job duties in a fast-paced environment while balancing and prioritizing multiple projects simultaneously.
• Ability to think critically and have a strong attention to detail.
• Good understanding of office administration practices.
• Must be able to speak, read and write in the English language
• Ability to bend, stoop, grip, reach and lift up to 40 lbs. on a repetitive basis.
• Able to sit most of the shift to perform duties.

Attention Search/Employment Firms:

• EMS is not accepting unsolicited assistance from search firms for our current employment opportunities. Please, no phone calls or emails.

Please read carefully before applying

I certify that all the information on this application, my resume, or any supporting documents I may present during any interview is and will be true, complete and accurate, to the best of my knowledge. I understand that any falsification, misrepresentation, or omission of any information may result in disqualification from further consideration for employment or, if employed, disciplinary action, up to and including immediate dismissal, regardless of when such information is discovered.


The Company considers this Application for Employment to be a part of the personnel record.


THIS COMPANY IS AN AT-WILL EMPLOYER WHERE ALLOWED BY APPLICABLE STATE LAW. THIS MEANS THAT REGARDLESS OF ANY PROVISION IN THIS APPLICATION, IF HIRED, THE COMPANY OR I MAY TERMINATE THE EMPLOYMENT RELATIONSHIP AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT CAUSE OR NOTICE. NOTHING IN THIS APPLICATION OR IN ANY DOCUMENT OR STATEMENT, WRITTEN OR ORAL, SHALL LIMIT THE RIGHT TO TERMINATE EMPLOYMENT AT-WILL. I UNDERSTAND THAT NO COMPANY EMPLOYEE OR REPRESENTATIVE HAS THE AUTHORITY TO ENTER INTO A CONTRACT REGARDING DURATION OF TERMS AND CONDITIONS OF EMPLOYMENT OTHER THAN THE PRESIDENT/CEO OF THE COMPANY AND THEN ONLY BY MEANS OF A WRITTEN CONTRACT SIGNED BY THE PRESIDENT/CEO.


I authorize the Company and/or its agents to confirm all statements contained in this application and/or resume as it relates to the position I am seeking, to the extent permitted by federal, state, or local law. Federal law and some states require a separate disclosure and consent when obtaining background reports from a consumer reporting agency. I understand I will be asked to complete any requisite consent forms for the background check which may be required by federal, state and/or local law. I agree to sign these forms and understand that my offer of employment may be conditional upon the background check.


I AUTHORIZE AND CONSENT TO, WITHOUT RESERVATION, ANY PARTY OR AGENCY CONTACTED BY THIS EMPLOYER (INCLUDING ANY AND ALL PRIOR EMPLOYERS OF MINE) TO FURNISH INFORMATION REGARDING MY PREVIOUS EMPLOYMENT HISTORY AND/OR ANY OF THE ABOVE-MENTIONED INFORMATION. I hereby release, discharge, and hold harmless, to the extent permitted by federal, state, and local law, any party delivering information to the Company pursuant to this authorization from any liability, claims, charges, or causes of action which I may have as a result of the delivery or disclosure of the above requested information. I hereby release from liability the Company for seeking such information and all other persons, corporations, or organizations furnishing such information.


If hired by the Company, I understand that I will be required to provide genuine documentation establishing my identity and eligibility to be legally employed in the United States by this Company as required by the Immigration Reform and Control Act of 1986. I also understand this Company employs only individuals who are legally eligible to work in the United States.