Administrative & Office Ops Coordinator

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Company / Location Information

A.O. Smith is a global leader applying innovative technologies and energy-efficient solutions to products manufactured and marketed worldwide. The company is one of the world's leading manufacturers of residential and commercial water heating equipment and boilers, as well as a manufacturer of water treatment products for residential and light commercial applications. A. O. Smith is headquartered in Milwaukee, Wisconsin, with approximately 12,000 employees at operations in the United States, Canada, China, India, Mexico, the Netherlands, and the United Kingdom.

Primary Function

The Administrative and Office Operations Coordinator will provide comprehensive support across key functional areas, including administration, office management, environmental health and safety (EHS), and shipping and receiving. This role is critical in ensuring the efficient operation of our facility by overseeing internal systems such as SharePoint site management, records retention, vendor onboarding, and facilities coordination. The successful candidate will demonstrate a high level of organizational acumen, discretion, and the ability to manage multiple priorities while maintaining compliance with internal standards and regulatory requirements.

Responsibilities

• Administration
  • Provide oversight and overall management of the location SharePoint site
    • Format and edit of the Corporate Technology Center monthly project report
    • Attend large scale meetings, draft meeting minutes, and house meeting minutes in our central SharePoint location
    • Manage and maintain the office seating chart
    • Provide necessary personnel access to restricted SharePoint applications, folders, and documents
    • Support new hire site acclimation and onboarding
  • Record retention
    • Maintain proper retention of crucial standards (OSHA, EPA, UL, ASHRAE)
    • Maintain proper retention and rotation of the Engineering Research Library
• Office Management
  • Provide reception desk coverage, greet visitors and provide visitor access badges, and direct incoming calls as appropriate

• Manage new vendor onboarding including: Setup, Accounts Payable, communications, and payment processing
• Maintain office supplies, assist with purchasing, restock office and kitchen supplies
  • Purchase articles, books or standards and perform technical and patent searches/reports at request of engineers thoughout the organization
  • Coordinate planning of company and department events in support of office engagement
  • Manage purchase orders and invoice tracking for prompt payment status and financial accuracy; Identifies opportunities to streamline or improve order process.
  • Maintain look and cleanliness of facility, schedule outside vendors and maintain vendor relationships

Qualifications

Minimum Qualifications:

• High School Diploma, GED or equivalent
• 5+ years of office coordination or related experience
• Exceptional Experience with Outlook, MSOffice, and ability to learn new software quickly
• Excellent communications, time management, and organizational skills
• Maintains a positive attitude
• Multi-task capable
• Detail-oriented
• Ability to be a proactive problem solver
• Can work independently or within a team
• Resourceful and swift to adapt to changing situations

Education

We Offer

Competitive compensation package and comprehensive benefits plans which include medical and dental insurance, company-sponsored life insurance, retirement security savings plan, short- and long-term disability programs and tuition assistance.

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ADA Statement & EEO Statement

In developing this care was taken to include all competencies needed to successfully perform in this position. However, for Americans with Disabilities Act (ADA) purposes, the essential functions of the job may or may not have been described for purposes of ADA reasonable accommodation. All reasonable accommodation requests will be reviewed and evaluated on a case-by-case basis.

We consider all applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, marital or military status. We also provide reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law.